A man's hand pointing with a pencil at a row on a printed itemized quote next to a tape measure

Pricing proposal template with packages and line items

A pricing proposal is the document that puts numbers in front of a buyer who already knows what you offer. It sets out packages or line items, quantities, optional add-ons, discounts, recurring and one-time fees, taxes and payment terms, and it asks for a decision by a date. Use it after a demo or a scoping call when the client says send me pricing, for a renewal or upsell, or when procurement asks for a formal quote before purchase. It works for SaaS subscriptions, managed services, professional services and product sales.

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Pricing proposal template to copy

Copy the full text below into your editor, replace the fields in square brackets, and keep every amount consistent between the summary, the tables and the terms.

Cover page

Pricing proposal for [Client name]. [Product or service name]. Prepared for [Client contact name, title] by [Your name], [Your company name]. Quote number [Quote number], date [Proposal date], valid until [Expiry date].

Summary

Following our conversation on [Meeting date], this proposal sets out pricing for [Product or service] for [Client name]. Based on your requirements for [Key requirements, for example 40 seats, single sign-on and onboarding for two teams], we recommend the [Recommended package name] package at [Recommended package price] per [Billing period]. The total first-year investment is [Total first-year price].

Your requirements

[Requirement 1 from the discovery call]
[Requirement 2 from the discovery call]
[Requirement 3 from the discovery call]

Package options

[Package 1 name], [Package 1 price] per [Billing period]: [What is included, for example up to 10 seats, standard support, core features]
[Package 2 name], recommended, [Package 2 price] per [Billing period]: [What is included, for example up to 50 seats, priority support, integrations]
[Package 3 name], [Package 3 price] per [Billing period]: [What is included, for example unlimited seats, dedicated manager, custom terms]

Detailed pricing for the recommended package

Item	Quantity	Price
[Subscription or service, unit]	[Quantity]	[Price]
[Additional seats or units]	[Quantity]	[Price]
Implementation and onboarding, one-time	1	[Price]
Training sessions	[Quantity]	[Price]
Discount, [Discount reason, for example annual commitment]	1	[Discount amount]
Subtotal		[Subtotal]
Tax, [Tax rate]		[Tax amount]
Total first year		[Total first-year price]

Optional add-ons

Item	Quantity	Price
[Add-on 1, for example premium support]	[Quantity]	[Price]
[Add-on 2, for example data migration]	[Quantity]	[Price]
[Add-on 3, for example extra storage]	[Quantity]	[Price]

What is included

[Inclusion 1, for example uptime commitment and support hours]
[Inclusion 2, for example security features and data export]
[Inclusion 3, for example named onboarding contact]

What is not included

[Exclusion 1, for example custom development]
[Exclusion 2, for example third-party license fees]

Payment terms

Billing is [Annual or monthly] in advance by [Payment method]. Invoices are due [Number of days] days from the invoice date. Recurring fees renew automatically for the same term unless cancelled [Notice period] before renewal. Price changes at renewal are communicated [Notice period] in advance. [Purchase order requirements].

Price validity

Prices in this proposal are valid until [Expiry date]. The discount for [Discount reason] applies only if signed by that date.

Next steps

1Confirm the package and any add-ons.
2Sign this proposal by [Expiry date].
3We send the invoice and schedule onboarding for [Onboarding date].

Acceptance

Accepted by [Client contact name], [Title], [Client name], package [Package chosen], add-ons [Add-ons chosen]. Signature [Signature], date [Date]. For [Your company name], [Your name], [Title]. Signature [Signature], date [Date].

How to fill in the pricing proposal template

A pricing proposal is read by at least two people: the champion who wants the product and the budget owner who signs. Write it so the second person understands it without the first.

Summary. State the recommended package and the first-year total in plain numbers. Budget owners look for the total before anything else.
Your requirements. Repeat what the client asked for. Each package should then show which requirements it meets.
Package options. Three options work well: a smaller one, the one you recommend, and a larger one. Mark the recommended package clearly.
Detailed pricing. One line per item with a unit and a quantity. Separate recurring fees from one-time fees and show discounts as their own line with a reason.
Optional add-ons. Keep them out of the total so the base price stays clean, and let the client tick what they want.
Included and not included. These two lists prevent most billing disputes after signature.
Payment terms and validity. Cover billing frequency, due dates, renewal, notice and when the discount expires.

Common mistakes in pricing proposals

A single total with no breakdown, which invites the buyer to ask for a discount on the whole amount.
Discounts hidden inside unit prices, so the value of the concession disappears.
Mixing recurring and one-time fees in one figure.
No expiry date, so a quote from last quarter gets signed at old prices.
Units that differ between the package description and the pricing table.

Generate this pricing proposal with AI

Describe the client and the deal and our AI builds the pricing proposal from this template, pulling items, units and prices from your shared catalog so every rep quotes the same numbers. Clients tick optional add-ons inside the proposal link and sign it there. Read how AI quoting software handles tables, discounts and approvals, or how SaaS teams use it as sales quoting software.

Related proposal templates

Answering a formal invitation with a fixed deadline? Use the bid proposal template. Need scope and approach as well as numbers? Start from the business proposal template. Every other format is on the proposal template hub.

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Pricing proposal template questions

What is a pricing proposal?

A pricing proposal is a formal document that presents packages or line items, quantities, add-ons, discounts, taxes and payment terms to a buyer who is ready to decide. It usually follows a demo or a scoping call.

How many pricing options should I include?

Three is a practical number: a smaller option, the one you recommend and a larger one. More options slow down the decision, and a single option turns the conversation into yes or no.

Should I show discounts as a separate line?

Yes. A separate discount line with a reason, such as an annual commitment, makes the concession visible and lets you tie it to a deadline in the price validity section.

Can clients choose add-ons inside the proposal?

Yes. In ProposalCreation optional items appear in the pricing table as add-ons the client can tick, the total updates, and the client signs the proposal in the same link with a legally binding electronic signature.