About the template
What this IT support quote template covers and why SMEs sign monthly contracts
IT quotes lose contracts when 'managed services from $ X' is the only line. The template below shows per-seat retainer, response SLA, included visits per month, hourly rate beyond included hours, and out-of-hours surcharge.
Microsoft 365, Google Workspace, and any third-party licences are itemised at cost. Customer pays for the licence directly under their own admin where possible and protects ownership.
What to include
Every it support quote should have these lines
Use it as a checklist when you build your quote from scratch, or pull the QuoteGenio template that already has them.
Sample
A real it support quote laid out properly
A worked example so you can see what a clean, structured version looks like before you write your own.
Quote sample
20-seat SME managed services, 4-hour SLA
Bill to
Innovate Tech HQ
+1 (555) 408 7126
1 Innovation Plaza, Austin
From
Park IT Services
+1 (555) 220 1184
9 Studio Lane, Cedar Park
Managed services retainer (20 seats, 4-hour SLA)
Included support (16 hours/month, hourly $ 145 beyond)
Microsoft 365 Business Standard (20 licences, at cost)
Backup software (BackupBuddy, 20 seats)
Endpoint security (Bitdefender GravityZone, 20 seats)
On-site visits (2 per month included, $ 220 beyond)
Sample data converted from USD to ZAR at indicative rates. QuoteGenio supports 40+ currencies and your branded business details, banking, and logo flow through automatically.
Use this template
Build your own it support quote in 2 minutes
Your business name, logo, and banking details fill in automatically. Send the branded PDF via WhatsApp in one tap.
Avoid these
Common mistakes on it support quotes
The patterns that quietly lose jobs, get queried at payment time, or leave money on the table.
Mistake: Single 'managed services' rate
Better: Itemise per seat, included hours, licences, on-site. SMEs scale up or down by seat count.
Mistake: SLA not stated explicitly
Better: State '4-hour SLA on critical tickets'. Differentiates premium from break-fix.
Mistake: Licences marked up
Better: Bill at cost. Mark up the support, not the Microsoft licences. Builds trust.
Mistake: On-site visits unclear
Better: State included visits per month and the rate beyond. Avoids 'why was I charged for that visit?' calls.
Mistake: Out-of-hours rate hidden
Better: Critical-ticket SLA at 2am is more expensive. State the multiplier (typically 1.5x or 2x).
Mistake: No contract term and notice
Better: State '12-month term, 30-day notice to terminate'. Removes future legal disputes.
FAQ
IT Support quote template questions
Everything it support ask before they switch to a structured quote.
Per-seat retainer, SLA, included hours, hourly rate, licences at cost, on-site visits, out-of-hours, term, banking.
No, monthly retainer model. First month invoiced in advance is fair.
Monthly in advance, net 14. Larger commercial clients sometimes net 30.
30 days. Tech and labour rates move quickly.
PDF works on WhatsApp for SME founders. Enterprise prefers email + portal.
Yes at cost. Mark up the support, not the Microsoft/Google billing.
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Testimonials
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“Before this, I was writing quotes in a notebook and sending photos. Now everything looks professional and clients take me more seriously.”
Deon Kruger
Plumber · Centurion
“Monthly statements for my office clients go out and they pay faster. Chasing invoices used to eat my whole Friday. Now it takes 10 minutes.”
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Cleaning Services · Leeds
“I like how simple it is. No learning curve. I created my first quote in a few minutes and sent it straight away.”
Chris Botha
Carpenter · Bloemfontein
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