Generate a quote as PDF

A quote (also called price quote, sales quote, firm quote) is a fixed-price offer for specified products or services — under UCC §2-205 if signed by a merchant and stated as firm, it remains irrevocable for the stated period up to 3 months. An estimate is a non-binding approximation (usually labeled "subject to change" — common in construction +/- 10%, in auto repair regulated state-by-state: CA Civ §1812.402 written estimate required for repairs $100+, NY GBL §398-d, FL §559.905). A proposal is a longer narrative document with scope of work, methodology, team bios, references — typically RFP-response or agency work, much closer to a Statement of Work (SOW). iFillPDF's quote-PDF tool handles all 3 patterns from the same form: switch to "Estimate" to get the non-binding +/- 10% language, switch to "Proposal" to unlock scope-of-work narrative + bio fields. Monday.com lists 7 essentials common to all 3 (business + customer details, itemized items, pricing breakdown, validity, payment terms, T&Cs, signature line).

Post Wayfair v. South Dakota 138 S. Ct. 2080 (2018), you owe collection if you have economic nexus in the customer state — most states use $100K in sales OR 200 transactions in the prior year (Avalara + Sales Tax Institute 2026 chart), CA + NY + TX raised the bar to $500K. iFillPDF tracks your year-to-date sales per state and warns when you cross threshold. For the quote itself, the rule is destination-based in 32 states (charge the rate where the ship-to ZIP is — CA 7.25% base + up to 2.5% district, NY 4% + 4.875% NYC, TX 6.25% + 2% local, FL 6% + 1.5% surtax) and origin-based in 11 states (charge the rate where you ship from — including AZ, IL for retailers, MO, NM, OH, PA, TN, TX intra-state, UT, VA). The 5 NOMAD states have 0% statewide sales tax: New Hampshire, Oregon, Montana, Alaska (some boroughs have local), Delaware. QuickBooks $30/mo Simple Start charges extra for Sales Tax Automation per state, Square Estimates is US-only with limited engine, Wave (Canadian app) does not handle US state-by-state sales tax at all.

Yes, in most US jurisdictions an electronically signed quote forms a binding contract under ESIGN Act 15 USC §7001 + UETA (adopted in 49 states + DC, only NY uses ESRA which is functionally equivalent). For merchant quotes (B2B for goods $500+), UCC §2-201 Statute of Frauds requires writing + signature by the party to be charged — iFillPDF's ESIGN audit trail (signer name, email, IP, timestamp, SHA-256 hash) satisfies this. For services contracts, the common-law Statute of Frauds (codified state-by-state — CA Civ Code §1624, NY GOL §5-701, TX Bus & Com §26.01) requires writing for any contract not performable within 1 year or for the sale of real estate. Caveat: certain quote types are NOT replaceable by e-signature even with iFillPDF — wills (notarial witnesses required in 49 states, only NV allows e-wills), notarized deeds (Remote Online Notarization RON is now available in 44 states post-COVID, but the act of notarization itself requires a commissioned notary, not just ESIGN), prenuptial agreements in some states. For >$50K commercial work, attorney review is still recommended.

Net 30 is the US small-business default (50%+ of B2B invoices per QuickBooks 2025 benchmark report). Net 15 is for new customers or small ticket items where you want faster cash conversion (matches Stripe Standard 2-business-day payouts). 2/10 Net 30 (2% discount if paid within 10 days, otherwise full payment in 30) is the classic early-payment incentive — equivalent to a ~36% APR which is steep for the buyer, so most accountants take it. Net 30 EOM means 30 days from end of month (favored by large retailers + agencies). Net 45 + Net 60 are common in enterprise + government contracting where vendor financing is expected. Late-fee clause: typically 1.5% per month / 18% APR — but capped state-by-state by usury law (NY GBL §5-501 16% for civil, FL §687.03 18% for commercial, CA Civ §1916.12 10% for non-commercial — for commercial CA goes higher). iFillPDF inserts the correct max-rate per your state automatically.

For a pure quote-PDF tool with no accounting backend, iFillPDF wins on price + jurisdictional depth: free with a watermark and 0 AI Deep Detect (no card, no signup), then $8.99/mo Start with 8 AI Deep Detect/mo — vs QuickBooks Simple Start $30/mo (Estimates included, full GL accounting + bank reconciliation but US-AWS hosted, no UCC §2-205 wording), FreshBooks Lite $19/mo (5 clients max — same price as our Start but caps clients), Wave free (Canada-hosted, no US state sales-tax engine, no contractor license per state), Zoho Books free up to $50K revenue (IN-hosted, no US sales tax), Square Estimates free (US-only, no contractor license per state). For field-service contractors, Jobber $39/mo Lite + Housecall Pro $69/mo Basic + ServiceTitan $145/mo bundle quotes with dispatch + GPS + payroll which iFillPDF does not — but for the quote-PDF artifact alone, iFillPDF's UCC §2-205 + state sales tax + contractor license + Mechanic's Lien clauses are deeper than any of them. For pure proposal-software needs, PandaDoc $19/mo + DocuSign $30/mo + Better Proposals $19/mo + Proposify $35/mo Team add CRM + analytics + custom branding but cost more and lack the US-state legal depth.

Yes — iFillPDF auto-formats the license per state: California CSLB 8-digit format with classification (B-1 General Building, C-10 Electrical, C-36 Plumbing, C-46 Solar, etc.), New York NYC Department of Buildings + NYSDOL Industrial Code Rule 23, Texas TDLR for plumbing + electrical + HVAC + barbering, Florida DBPR CILB (CGC General, CRC Residential, CCC Roofing, CPC Plumbing, EC Electrical), Illinois CDB roofing + Department of Public Health for plumbing, Washington L&I, Massachusetts CSL + HIC. Plus Mechanic's Lien preservation language: California Civ Code §8400-8470 (Preliminary Notice within 20 days + Notice to Owner within 90 days of last work), New York Lien Law §10 (file within 8 months of last work for residential, 4 months for commercial), Texas Property Code §53.052 (file by 15th day of 4th month after last work), Florida §713.06 (Notice to Owner within 45 days + lien within 90 days). Disclaimer: these are state-statutory templates, not legal advice — for contested liens or work >$50K, retain a local construction attorney.

Yes — when you send a quote to a US business or self-employed individual, iFillPDF prompts you to collect an IRS Form W-9 (Request for Taxpayer Identification Number and Certification) with TIN (SSN or EIN per 26 USC §3406 backup-withholding rules). Once the work is done and you cross $600 in annual payments to that payee, the system flags 1099-NEC (Nonemployee Compensation) filing requirement per Treas Reg §1.6041-1 — due January 31 of the following year to both the IRS and the contractor. We auto-fill the 1099-NEC from your invoice history, you e-file with the IRS FIRE system (free) or paper-file (Form 1096 transmittal). State equivalents auto-handled: CA Form 592-B for nonresident contractors, NY IT-2104, OR Form WR. Note: 1099-NEC vs 1099-MISC — NEC is for service contractors (was Box 7 of 1099-MISC pre-2020), MISC is now for rent, royalties, prizes, medical payments. FreshBooks $19/mo + QuickBooks $30/mo both charge extra for W-9 + 1099-NEC modules ($50-$100/yr add-on).

Files processed on Hetzner Falkenstein eu-central-1 in Germany under TADPF EU-US Data Privacy Framework (Executive Order 14086 of October 2022) — fully shielded from US Cloud Act 50 USC §3024, FISA 702, and EO 14086 surveillance reach. AES-256-GCM encryption at rest, TLS 1.3 in transit, SOC 2 Type II audited 2025, ISO 27001:2022 certified, GDPR Art. 5(1)(c) data minimization, UK ICO registered, files auto-purged within 24h post-download, never used to train third-party AI. Compare: Canva $14.99/mo (AWS us-east-1, Cloud Act exposed), Adobe $19.99/mo (AWS US), DocuSign $30/mo (AWS US), PandaDoc $19/mo (AWS US), QuickBooks $30/mo (AWS US), Jobber $39/mo (AWS us-east-1), Housecall Pro $69/mo (AWS), ServiceTitan $145/mo (AWS) — all US-hosted and Cloud Act reachable. Billdu (SK hosting) and Wave (Canada) are GDPR-OK but Canada is on the EU adequacy list while not in EEA; Zoho Books (IN servers) is not on the EU adequacy list.