# Quotation number: how to number quotes and set an expiry date

> Pick a quotation number scheme, add a quote ID and reference, and set a validity date that protects your price. Three formats, a worked expiry and clauses.

Canonical: https://www.invoqk.com/blog/quotation-number-how-to-number-quotes-and-set-an-expiry-date
Last updated: 2026-10-31

## Key takeaways

- A quotation number is a unique code on each quote, and any consistent scheme works because no law in the USA, UK or Germany requires one, unlike the invoice number.
- The validity date matters more than the number, because it limits how long your price can be accepted and stops a stale quote being used months later.
- Keep the quote number as a reference on the invoice, but give the invoice its own number from a separate, unbroken sequence.

# Quotation number: how to number quotes and set an expiry date

A **quotation number** is a unique code printed on a quote so that you and the client can refer to the same document. It is also called a quote number, a quote ID or a quotation reference. Pick one scheme, use it for every quote, and never reuse a number.

The number is the easy part. The date beside it does more work. A quote with no expiry date stays open indefinitely in the client's mind, even after your costs have changed.

This guide gives three numbering schemes, a worked example with a real expiry date, the rules on how long a quote stays open in the USA, Germany and the UK, and the clauses to copy. It also explains how the quote number should move onto the invoice.

![Three ways to number a quote](https://www.invoqk.com/charts/quotation-number-schemes.svg)

## What is a quotation number?

A quotation number is the identifier of one quote. Its job is to let both sides find the document again. When a client writes "Re: Q-2026-014", you know which price, scope and date they mean without opening three emails.

A quote ID does four things:

- It identifies one document among many.
- It lets the client quote it back in a purchase order, an email or a payment.
- It gives you a way to link the later invoice to the original offer.
- It shows the order in which you issued quotes, which helps when two clients disagree about which version they accepted.

No law in the three jurisdictions covered here requires a quotation number. That differs from the invoice number, which German law does require. Under [section 14(4) of the German VAT Act (UStG)](https://www.gesetze-im-internet.de/ustg_1980/__14.html), an invoice must carry a sequential number that identifies it once. A quote is not an invoice, so that rule does not apply to it. A numbering scheme is still good practice.

## How do you number quotes?

You number quotes by choosing one format, applying it to every quote, and letting a counter assign the next value. The format should be short enough to say over the phone and unique enough that no two quotes can share it.

Three schemes cover almost every small business.

| Scheme | Example | Best for | Watch out for |
|---|---|---|---|
| Sequential | Q-0412 | Solo operators with low volume | No year and no client visible |
| Year plus count | Q-2026-014 | Most small businesses | The count resets every January |
| Client code | ACME-26-03 | Repeat clients | Needs a maintained client list |

### Scheme 1: a plain sequence

Start at Q-0001 and add one for every quote. It is the simplest scheme and the hardest to get wrong. The weakness is that the number says nothing about when the quote was made. After two years, Q-0412 could be from either year.

### Scheme 2: year plus count

Prefix the year and restart the count each January: Q-2026-001, Q-2026-002 and so on. The year is visible at a glance, and it lines up with how most businesses file records. This is the scheme most readers should use.

Use at least three digits for the count. Q-2026-014 sorts correctly in a folder, while Q-2026-14 sorts after Q-2026-139.

### Scheme 3: a client code

Use a short client code, the year and a count for that client: ACME-26-03 is the third quote for ACME in 2026. It suits agencies and trades with repeat customers, because all quotes for one client sort together.

It needs discipline. Two clients must never share a code, and every new client needs one assigned before the first quote.

### Rules that apply to every scheme

- **Never reuse a number**, even for a cancelled quote. Mark the old one "withdrawn" and issue the next.
- **Never edit an issued quote under its old number.** Issue a revision: Q-2026-014 rev 2, or Q-2026-014-B.
- **Keep the number out of the file name only**. It belongs on the document as well.
- **Do not copy your invoice numbers.** Use a different prefix, so a quote can never be mistaken for an invoice.

The same logic applies to invoices, and the layout is covered in the guide [What is an invoice number? How to number invoices](/blog/what-is-an-invoice-number-how-to-number-invoices). The difference is that invoice sequences must stay unbroken in some countries, while quote sequences only need to be unique.

## What else goes in the quote info block?

The quote info block is the group of fields at the top of a quote that identify it. The number is one of five.

1. **Quote number**: Q-2026-014.
2. **Issue date**: March 3, 2026. Spell the month out so the US and UK readers cannot misread it.
3. **Valid until**: April 2, 2026.
4. **Client reference**: the client's own request number or purchase order number, if they gave one.
5. **Prepared by**: the name and contact of the person who answers questions.

Add the project name as a sixth field when the client has several jobs with you. The [Quote template: what to include, with a free example](/blog/quote-template-what-to-include-with-a-free-example) guide shows where each field sits on the page. The [quote template](/templates/quote-template) page in Invoqk has the same block ready to fill.

## How long should a quote be valid?

A quote should be valid for as long as you can honestly hold the price. For most small jobs that is 14 to 30 days. For jobs that depend on material prices that change quickly, use 7 to 14 days. For long-lead work, 30 to 60 days is common.

The right length depends on one question: how long until your costs could move? A quote for a printed order with stable paper prices can stay open for a month. A quote for copper pipe or timber in a volatile market should not.

State the date, not only the period. "Valid for 30 days" forces the client to count. "Valid until April 2, 2026" does not.

### A worked example: Q-2026-014

A web designer issues quote Q-2026-014 to a client on Tuesday, March 3, 2026. The total is $2,850. The quote is valid for 30 days, so it expires on Thursday, April 2, 2026.

| Date | Event | What it means |
|---|---|---|
| March 3, 2026 | Quote issued | $2,850 is on offer |
| April 1, 2026 | Client accepts | The price holds at $2,850 |
| April 2, 2026 | Validity ends | Last day to accept |
| April 9, 2026 | Client replies "yes" | Too late: re-quote at current cost |

If the client says yes on April 1, the designer starts the job at $2,850. If the same client says yes on April 9, the designer owes them nothing at that price. The designer re-checks costs and either confirms $2,850 in writing or issues Q-2026-014 rev 2 at a new figure.

![One quote, one expiry date](https://www.invoqk.com/charts/quotation-number-expiry.svg)

The expiry date also protects the client. A dated quote tells them exactly how long they have to decide, which removes the pressure to answer on the spot.

## Is a quote legally binding, and for how long?

A quote can be a binding offer, depending on its wording and the country. The expiry date is how you control that. The three regions differ in how they handle it.

![How long a quote stays open: USA, Germany, UK](https://www.invoqk.com/charts/quotation-number-validity.svg)

### United States: the firm offer rule for goods

Under [UCC section 2-205](https://www.law.cornell.edu/ucc/2/2-205), a merchant's signed written offer to buy or sell goods that says it will be held open is irrevocable for the stated period. The period can never exceed three months, according to the Uniform Commercial Code. This applies to the sale of goods, not to services.

For a quote on goods, that means a signed quote that says "valid until April 2, 2026" can bind you until that date. For services, contract law in your state decides. The safest approach is the same: state a date and say what happens after it.

### Germany: bound unless you say otherwise

Under [section 145 of the German Civil Code (BGB)](https://www.gesetze-im-internet.de/bgb/__145.html), a person who offers to conclude a contract is bound by the offer, unless they have excluded being bound. A written Angebot is therefore binding by default, and a "freibleibend" (subject to change) clause is how it is excluded.

[Section 147 BGB](https://www.gesetze-im-internet.de/bgb/__147.html) then limits how long the other side has to accept. An offer made to a person who is not present can be accepted until the time the offerer can reasonably expect a reply, according to the statute. In practice, a written validity date removes the guesswork.

### United Kingdom: your wording sets the terms

No UK statute sets a standard validity period for a quote. The date and conditions you write on it are the terms the client sees. A quote with no date leaves the question open, so always include one. If the price depends on a cost you do not control, say so in the same sentence.

This post gives general information for sole traders and small businesses, not legal advice for a particular dispute.

## What wording makes the expiry clear?

Copy one of these blocks onto the quote. Put it directly under the quote info block, not in the footer.

**Fixed expiry:**

> This quote is valid until [date]. After that date the price may change and a new quote will be issued.

**Price tied to materials:**

> This price is based on current supplier costs and is valid until [date]. If supplier prices change before you accept, we will confirm the new total before starting.

**Non-binding, for German-style offers:**

> This quote is subject to change (freibleibend) until it is confirmed in writing by [business name].

Keep the language plain. A clause the client can read in ten seconds gets read. A clause in 8-point type in the footer does not.

## How do you carry the quote number onto the invoice?

You carry the quote number onto the invoice as a reference and give the invoice its own number. The two numbers do different jobs. The quote number says which offer the work was based on. The invoice number says which bill is being paid. The [quote to invoice guide](/blog/quote-to-invoice-how-to-convert-an-accepted-quote-without-retyping) walks through the conversion.

Here is the layout for the final invoice of the web design job:

| Field | Value |
|---|---|
| Invoice number | INV-2026-0087 |
| Issue date | April 30, 2026 |
| Reference | Quote Q-2026-014, accepted April 1, 2026 |
| Total | $2,850 |
| Deposit received | $855 |
| Balance due | $1,995 |

The invoice number comes from your invoice sequence, which in Germany must be unbroken and unique under section 14(4) UStG. The quote number goes in the reference line, so the client can match the two documents.

If a deposit invoice sits between the quote and the final bill, the same rule applies. The structure is described in [Deposit invoice template: bill upfront and credit it later](/blog/deposit-invoice-template-bill-upfront-and-credit-it-later). Invoqk's [quote generator](/quote-generator) numbers each quote automatically, and its [invoice maker](/invoice-generator) can pull the quote lines across.

## Common mistakes with quote numbers and dates

These mistakes cause most quote disputes:

- **No expiry date.** The client acts on a price from last year.
- **Reusing a number.** Two clients hold different documents with the same code.
- **Editing a sent quote.** The client's copy and your copy no longer match.
- **Using the invoice sequence.** Gaps appear in the invoice numbers when a quote is declined.
- **Putting the number only in the file name.** The client forwards the content and loses the reference.
- **Writing "30 days" with no start date.** Counting from issue, from receipt or from the day of the email is a guess.

The fix for all six is the same: a quote info block with a number, an issue date and a valid-until date, kept the same every time.

## A short checklist for every quote

Before sending a quote, check that:

1. The quote number is new, unique and in the agreed format.
2. The issue date and the valid-until date are both spelled out.
3. The client's own reference is shown, if they gave one.
4. The scope and price match the last version you discussed.
5. A revision carries a suffix and never the old number alone.
6. The expiry wording sits close to the total.
7. The file name includes the number.

A quote that passes this list can be tracked, accepted on time and turned into an invoice without a question.

## FAQ

### What does a quotation number mean on a quote?

A quotation number is a unique code on a quote that identifies that one document. It lets you and the client refer to the same offer in emails, orders and invoices. It is also called a quote number, quote ID or quotation reference.

### How do I number my quotes?

Choose one format, such as Q-2026-014 for year plus count, and apply it to every quote. Use at least three digits for the count, never reuse a number and issue revisions with a suffix. Keep quote numbers separate from your invoice sequence.

### Do quotes need to be numbered by law?

No. None of the USA, UK or Germany requires a number on a quote. German law does require a sequential number on invoices, under section 14(4) UStG. A quote number is still good practice because it prevents confusion between documents.

### How many days should a quote stay valid?

Most small-job quotes stay valid for 14 to 30 days. Use 7 to 14 days when material prices move quickly, and 30 to 60 days for long-lead work. State the exact end date rather than a number of days.

### Should the quote number be the same as the invoice number?

No. Give the invoice its own number from a separate sequence and show the quote number in a reference line. The two numbers identify different documents, and mixing them leaves gaps in your invoice sequence whenever a quote is declined.

## Related

- [Free invoice template guides: compliance & getting paid](https://www.invoqk.com/blog)
- [Invoqk home](https://www.invoqk.com)