Estimate / Quote Generator (Deviz)

TL;DR

Create a clear estimate / quote / deviz PDF a client can approve fast: break work into line items, show totals, and (optionally) VAT. A great estimate is not just “a price” — it’s a shared understanding of scope, assumptions, and next steps.

Who this is for

• Freelancers preparing project quotes.
• Contractors sending a formal “deviz” for Romanian clients.
• Teams that need a simple document for budgeting/procurement approvals.

How to use it

1. Fill issuer and customer details.
2. Add work items (e.g., discovery, implementation, QA, delivery) as separate line items.
3. Add VAT if applicable.
4. Print/save as PDF.

When to use an estimate vs proforma vs invoice

• Estimate / deviz: before work starts, to align on scope and price (the “proposal”).
• Proforma: invoice-like document often used for budget approval or payment initiation.
• Invoice: the actual billing document.

If you’re unsure, start with an estimate. It’s usually the cleanest approval artifact and reduces misunderstandings.

What to include so it’s approval-ready

1) Line items that map to how clients buy

Clients approve budgets faster when the structure matches their mental model:

• Discovery / audit / planning
• Implementation (by feature, module, or milestone)
• QA / testing
• Deployment / handover
• Support / warranty window

2) Assumptions and exclusions (prevent scope creep)

Many disputes happen because assumptions were implicit. Add a short block like:

• “Includes 2 rounds of revisions”
• “Does not include design/copywriting unless specified”
• “Client provides access credentials within 2 business days”
• “Scope changes require a change request”

3) Commercial terms (short but explicit)

Even a simple deviz benefits from:

• validity period (“Valid for 14 days”)
• payment terms (advance, milestones, net days)
• delivery timeline (ballpark)
• acceptance criteria (what “done” means)

Worked examples

Example 1: small fixed-scope project

Line items: analysis, implementation, handover, support.

Example 2: hourly estimate with cap

Line item: “Development services”, qty = estimated hours, unit price = hourly rate, plus a note about scope changes.

Example 3: multi-phase delivery

Break work by phase and indicate what is included in each.

Example 4: monthly retainer

Line items like “Monthly retainer – X hours included” and “Extra hours billed at Y rate” set expectations and reduce surprise invoices.

Edge cases & gotchas

• Clarify what is included/excluded to avoid disputes.
• Define revision limits and acceptance criteria.
• If using VAT, be consistent with your tax status and invoicing later.
• Avoid mixing net/gross: state clearly whether totals are “+ VAT” or “VAT included”.
• If you price in EUR but invoice in RON (or vice-versa), specify how FX is applied.

FAQ

Should I include VAT on estimates?

If you’re VAT registered and your final invoice will include VAT, showing VAT on the estimate is often clearer.

Should I send a deviz or a proforma?

If the client wants a proposal to approve scope and price, send a deviz/estimate. If they need an invoice-looking document for payment initiation, send a proforma.

How detailed should line items be?

Detailed enough that a non-technical approver understands what they’re buying. Keep deep technical details in an appendix or in a statement of work.

What next?

Use:

• What to charge/hour to sanity-check your hourly rate
• Proforma template when you need a payment-initiation document
• Create an invoice after approval

Sources

• ANAF: https://www.anaf.ro/

Next steps (IT Jobs List)

Use the result as a starting point and follow the related resources.

Related tools

• Create an invoice

Related guides

• Invoice vs proforma vs receipt : when to use each

Quick recommendation

• Save your assumptions (rates, breaks, thresholds) so you can reproduce the result.
• If you use the output in an invoice/offer, include a short explanation (what’s included and what’s not).

Practical checklist (IT Jobs List)

• Write down your assumptions.
• Keep one worked example.
• Follow the related pages.