If you’re selling SaaS or subscription products, no two deals look the same. Recurring terms. Usage tiers. Add-ons. Setup fees. Renewals.
Before we built Vendori, our quotes lived in spreadsheets too.
Every deal carried risk because one formula or line item was off.
Every approval slowed things down.
Every pricing tweak meant another version.
These templates are built specifically for SaaS, AI, and B2B subscription-based companies. They are not designed for local service businesses like hair salons, landscapers, contractors, or one-off project pricing.
If your pricing includes recurring revenue, usage-based fees, multi-year terms, or add-ons, you’re in the right place.
What Is a Quote Template
(and Why It’s Trickier in SaaS)
A quote template is the canvas where every part of a deal comes together.
It’s where customer details, contacts, line items, pricing, terms, expiration dates, and approvals are assembled into a single quote a buyer can review and sign.
In SaaS, that canvas has to pull from multiple sources:
Price books
Contain the actual prices tied to those products
Line items
Apply quantities, discounts, term lengths, and special conditions
The quote template is where all of those components get stitched together.
Once assembled, that template becomes a quote.
That quote becomes an order.
That order becomes an invoice.
And that invoice flows into your billing, finance, and revenue operations systems.
This is why a quote template in SaaS isn’t just a document. It’s the bridge between how you sell and how revenue is recognized downstream.
When you’re managing subscriptions, usage-based pricing, multi-year contracts, or add-ons, the quote template has to do more than calculate totals. It must:
Clearly separate recurring, usage-based, and one-time charges
Reflect the correct price book and subscription terms
Apply discounts in line with approval rules
Communicate billing frequency and renewal details in plain language
Stay consistent across Sales, RevOps, and Finance That’s where most teams struggle.
The template itself isn’t “wrong.”
It’s just being asked to carry operational logic it was never designed to enforce.
Why Quote Templates
Still Matter (Until They Don’t)
Quote templates absolutely have a place.
Manual templates, like the Google Docs and Sheets versions we offer for free, are a practical way to bring structure to early-stage SaaS quoting. They help teams standardize pricing, present deals consistently, and move faster without introducing a full system.
But it’s important to understand what those templates are doing.
Manual templates rely on people to:
Decide which fields belong on a quote
Edit layouts when pricing or terms change
Maintain formulas for MRR, ARR, discounts, or multi-year totals
Double-check calculations before sending
They work because the complexity is still manageable.
As deal volume and variability increase, the same template starts to break down.
In Vendori, templates aren’t static documents. They’re dynamic configurations:
Fields can be shown or hidden with simple toggles
Pricing logic lives behind the scenes, not in exposed formulas
Calculations update automatically when products, terms, or discounts change
The layout stays intact even as pricing models evolve
If you want to add a new field in a manual template, you’re not just changing the layout. You’re often rebuilding formulas, updating references, and hoping nothing breaks.
In a system-based template, the structure and logic are already connected.
That’s the difference.
Manual templates help you quote faster today.
System templates help you quote consistently at scale.
Here’s the real inflection point where teams feel the shift:
At that stage, templates stop helping and start slowing you down.
They’re still a strong foundation.
They’re just no longer enough on their own.
In SaaS, pricing complexity doesn’t come from the quote itself. It comes from how products are modeled.
At Vendori, every product has a Pricing Model made up of two parts:
Understanding this distinction explains why manual quote templates break so easily.
Manual quote templates weren’t built to enforce this logic.
They can total numbers, but they can’t:
Reliably apply tiered vs volume vs bucketed math
Distinguish subscription pricing from consumption-based billing
Prevent reps from miscalculating breakpoints
Keep pricing behavior consistent across deals
As soon as you introduce recurring revenue, usage, or breakpoints, spreadsheets and static documents become fragile.
The more flexible your pricing model becomes, the easier it is for quotes to drift from how products are actually priced.
And that drift shows up later — in approvals, billing disputes, and revenue reconciliation.
We’ve created a set of free, editable quote templates built specifically for SaaS and subscription businesses.
Each template is Google-native and designed for a specific quoting scenario.
Google Docs Quote Template
(SaaS Subscriptions)
Best for: Early-stage and growing SaaS teams using flat or tiered pricing.
Includes:
Company and client details
Product tier and pricing
Setup fees and recurring charges
Term length and renewal language
Signature and approval section
Google Sheets Quote Template
(Usage-Based or Hybrid Pricing)
Best for: Teams managing quotes with calculations and multiple variables.
Includes:
Auto-calculating MRR, ARR, and TCV
Add-ons and discount fields
Multi-year contract logic
Clear separation of recurring vs one-time fees
These templates work best if:
You send 5–15 quotes per month
Pricing logic changes occasionally, not daily
Approvals are still manageable manually
RevOps needs structure, not automation yet
They’re not ideal if:
Pricing rules change frequently
Renewals and amendments are complex
Discounts require constant approvals
Multiple systems must stay in sync
Not built for:
One-time service quotes
Hourly labor or job-based pricing
Local businesses (salons, contractors, lawn care, cleaners)
Consumer invoicing or retail transactions
At that point, automation becomes necessary to support SaaS, AI, and subscription pricing at scale.
How to Build (and Audit)
a Quote Template That Scales
In Google Docs
Add a Quote ID and version number
Separate setup vs recurring fees clearly
State billing frequency in plain language
Include expiration dates and signature blocks
In Google Sheets
Lock formulas for MRR, ARR, and TCV
Use dropdowns for terms and discounts
Maintain a read-only master version
Add a change log for pricing updates
Pro Tip: If more than two people touch a quote before it goes out, it’s time to automate.
As teams scale, templates create friction between Sales, RevOps, and Finance.
Common issues include:
Your team isn’t broken. The process is.
Every scaling SaaS company reaches the same crossroads: Do we keep patching templates—or move to automation?
Modern CPQ platforms automate pricing rules, approvals, and quote generation. The challenge is that many legacy CPQs were built for static, SKU-based products and rigid workflows.
But, no-code CPQs, like Vendori, solve this differently.
How Vendori Bridges the Gap
Vendori was built by operators who lived this problem. It keeps the flexibility of templates while adding automation, accuracy, and scale without code or consultants.
When to Move Beyond Templates
You’ve outgrown templates when:
Reps edit quotes differently
Pricing changes require Finance review
Discounts slow deals down
No one knows which version is final
You lack visibility into deal velocity
