Bookkeeper Quote Template
A bookkeeper quote commits to one fixed price for a defined scope: here $1,878.00 for monthly bookkeeping for a café with two bank accounts and a credit card, plus three months of catch-up and payroll for six employees, built from 7 lines. It is valid for 30 days and has a signature block. Edit it and download the PDF.
Pre-filled for a bookkeeper: monthly bookkeeping for a café with two bank accounts and a credit card, plus three months of catch-up and payroll for six employees. Example prices: replace them with your own.
From
Westbrook Bookkeeping
790 Market Street
Springfield, IL 62704
billing@example.com
(615) 555-0190
Quote
Quote for
Morgan Ellis
63 Linden Place
Fairview, OR 97024
client@example.com
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Monthly bookkeeping, up to 250 transactionsCategorization, bank and card reconciliations, month-end close | 1 month | $450.00 | $450.00 |
| Catch-up bookkeeping, January to MarchReconciled to bank and card statements | 14 hr | $55.00 | $770.00 |
| Payroll processing, two pay runs | 6 employee | $18.00 | $108.00 |
| Quarterly sales tax return preparation and filing | 1 each | $85.00 | $85.00 |
| Vendor bill entry and payment scheduling | 3 hr | $50.00 | $150.00 |
| Year-end package for the tax preparerAdjusted trial balance, fixed asset list, open items memo | 1 each | $250.00 | $250.00 |
| Cloud accounting subscription, at cost | 1 month | $65.00 | $65.00 |
- Subtotal
- $1,878.00
- Quote total
- $1,878.00
Notes
Fixed price for the scope listed. Catch-up projects are often billed half in advance, because how far behind the books are only becomes clear once the statements arrive. Sign and return to accept.
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Bookkeeper quote at a glance
| Fixed price | $1,878.00 before tax |
|---|---|
| Scope | Monthly bookkeeping for a café with two bank accounts and a credit card, plus three months of catch-up and payroll for six employees |
| Valid until | 30 days after the quote date |
| Payment | Monthly fee due on the 1st by automatic payment; hourly work Net 15 |
| Lines quoted | 7 |
What the $1,878.00 bookkeeper quote covers
| Included | Quantity | Price |
|---|---|---|
| Monthly bookkeeping, up to 250 transactions (Categorization, bank and card reconciliations, month-end close) | 1 month | $450.00 |
| Catch-up bookkeeping, January to March (Reconciled to bank and card statements) | 14 hr | $770.00 |
| Payroll processing, two pay runs | 6 employee | $108.00 |
| Quarterly sales tax return preparation and filing | 1 each | $85.00 |
| Vendor bill entry and payment scheduling | 3 hr | $150.00 |
| Year-end package for the tax preparer (Adjusted trial balance, fixed asset list, open items memo) | 1 each | $250.00 |
| Cloud accounting subscription, at cost | 1 month | $65.00 |
| Quoted price | $1,878.00 |
Quoting bookkeeping at a fixed price
A bookkeeping quote should state the monthly fee, the transaction volume and number of accounts it covers, what is excluded (payroll, sales tax, catch-up) and the rate for months that run over.
The quote turns 17 hours of labour into a fixed $920.00; if the job runs over, the bookkeeping business absorbs the extra time, so quote hours you are confident about.
The biggest single commitment is "Catch-up bookkeeping, January to March" at $770.00 (41% of the price): name the exact model, grade or deliverable so there is no argument about what was promised.
What is fixed in this quote
- Labour: Catch-up bookkeeping, January to March and Vendor bill entry and payment scheduling, fixed at $920.00.
- Services: Monthly bookkeeping, up to 250 transactions, Payroll processing, two pay runs and Quarterly sales tax return preparation and filing and 1 more, fixed at $893.00.
- Fees: Cloud accounting subscription, at cost, fixed at $65.00.
- Anything outside "Monthly bookkeeping for a café with two bank accounts and a credit card, plus three months of catch-up and payroll for six employees" needs a new quote or a signed variation.
The acceptance block
A quote becomes an agreement when the customer accepts it; leave room at the bottom of quote QUO-5636 for:
- The accepted price, $1,878.00, and the quote number
- Customer name (Morgan Ellis in the sample), signature and date
- When payment is due: Monthly fee due on the 1st by automatic payment; hourly work Net 15
- The last day the price holds (30 days after issue in this sample)
Bookkeeper pricing tips
- Print the period covered and the accounts reconciled on each monthly invoice, such as March 2026 operating checking, savings and Visa ending 4412, so the client can see what the monthly fee bought.
- State the transaction ceiling your monthly fee assumes and bill months that go over at a stated rate, because a busy season or a new sales channel can push volume well past the original quote.
- Bill catch-up work separately from the ongoing monthly fee and name the months caught up, since owners who fell behind otherwise expect the backlog to be absorbed by the monthly price.
- If you pay the client's accounting software and rebill it, show it at cost with the subscription period; if the client pays directly, say so on the invoice so nobody pays twice.
Quote or estimate for bookkeeping?
Bookkeepers rarely need a separate estimate: the scope is usually clear enough to commit to a price such as $1,878.00 up front.
Frequently asked questions
How do I write a bookkeeper quote?
List exactly what is included (7 lines for monthly bookkeeping for a café with two bank accounts and a credit card, plus three months of catch-up and payroll for six employees in the sample), give one fixed price ($1,878.00), the validity period and payment terms, and add a signature block for acceptance.
Is a bookkeeper quote binding once accepted?
Generally yes: an accepted quote is a fixed-price offer for the scope it describes, so extra work needs a new quote or a signed variation. Local contract law decides the details.
Should a bookkeeper quote ask for a deposit?
Catch-up projects are often billed half in advance, because how far behind the books are only becomes clear once the statements arrive.