Service Proposal Template (Excel)

What is in the Service Proposal template

This workbook turns a list of services and prices into a clean, one-page proposal that you can print or save as a PDF. It has three sheets: Proposal, Terms and How to use. Every total is a formula, so when you change a quantity or a rate the subtotal, tax, deposit and balance update on their own.

The Proposal sheet

The top block holds who the proposal is from, the client, the project title, the proposal number and the date. You enter the number of days the quote stays valid and the sheet works out the expiry date. Below it is the line-item table with room for 20 rows. Each row has a description, a Type (Service, Product or Expense), Qty, Unit, Rate, Discount % and a Taxable? flag. The Type, Unit and Taxable? cells are drop-downs, which keeps entries consistent. A discount shows in red so nobody misses it, and expense rows are shaded so pass-through costs stand out.

Line total = Qty x Rate x (1 – Discount), rounded to cents. Under the table you will find the subtotal, the taxable amount, the tax, the total, the deposit due on acceptance and the balance. The tax rate and the deposit percentage are yellow input cells. A short “Key terms” box next to the totals repeats the deposit, the balance due date and the expiry date so the client sees them without turning the page.

The Terms sheet

The Terms sheet holds ten plain-language terms: validity, fees and payment, late payment, scope and changes, revisions, client responsibilities, ownership, confidentiality, cancellation and taxes. Several of them are formulas that read the numbers from the Proposal sheet, so the validity date, the deposit amount and the balance in the terms always match the quote. You can edit the wording, and three settings (payment days, revision rounds and late fee) are blue input cells. The wording is sample text and not legal advice, so have a lawyer review it before relying on it.

The sample proposal

The file opens with an illustration: a website redesign with eight line items, a tax rate of 7 percent on the taxable items and a 30 percent deposit. The names and prices are made up. Delete the eight sample rows, enter yours and the totals follow.

How to use it

1. Fill in your business name, the client and the project title.
2. Add each service, product or expense on its own row.
3. Mark items Taxable? Yes or No and set the tax rate.
4. Set the deposit percentage and review the Terms sheet.
5. Print the Proposal sheet or save it as a PDF and send it.

The Proposal sheet is set to print on one portrait page, with the table header repeating if you add more rows. Blue cells are inputs and black cells are formulas, so you can see at a glance what to leave alone. The navigation links at the top of each sheet jump between the Proposal, the Terms and the instructions.

New to writing one? Read how to write a service proposal for the structure and a worked example. When the client says yes, an invoice template carries the same line items forward. For a quick price-only document, the quote template is lighter.

Frequently asked questions

More free tools: All free calculators · Quote template · Estimate template · Invoice template