Quote Template:
Software license
ESTIMAKER
PROPOSITION
0001
Purpose
This agreement grants the client the right to use the software identified below, within the limits and for the term defined herein.
Scope of the license
The license is granted on a non-exclusive, non-transferable basis for [nombre] named users. Any use beyond this number requires the purchase of additional licenses.
Support and availability
The provider offers email support during business hours and commits to 99.5% service availability, excluding announced maintenance windows.
Client data
The client remains the owner of their data. The provider processes it only to perform this agreement and returns it in an open format at the end of the contract.
Financial terms
Annual subscription billed in advance. Pricing is guaranteed for the initial contract term.
Term and renewal
The agreement is for twelve months, automatically renewed for the same term. Termination must be given in writing no later than thirty days before the end date.
Reversibility
At the end of the contract, the client has thirty days to export their data. After this period, it is permanently deleted.
Software license quote template: a professional Word document for licensing software
This software license quote template in Word format helps software vendors, SaaS providers, developers, and IT consultants prepare a clear proposal before granting rights to use an application. It sets out the licensed product, the permitted use, the commercial terms, and the pricing in one client-ready document.
Use this template to quote per-user subscriptions, annual licenses, perpetual licenses, implementation fees, support plans, and optional modules. It makes it easier for a prospect to understand exactly what they are buying, how long the license lasts, and what is included or excluded from the quoted price.
Why use this software license quote template
- Define the scope of use clearly. Specify whether the license is for named users, concurrent users, a single organization, a business unit, or a specific deployment environment.
- Present pricing without ambiguity. Separate recurring subscription fees from one-time charges such as setup, data migration, integration, and training.
- Protect your commercial terms. State the license duration, renewal conditions, payment schedule, tax treatment, and the consequences of late payment.
- Avoid scope disputes. Identify included modules, API access, storage allowances, support levels, and implementation deliverables before work begins.
- Make approval easier. A structured Word quote gives procurement teams and decision-makers the information they need to compare options and authorize the purchase.
What the template includes
- Vendor and customer details: Legal business names, billing addresses, contacts, quote number, issue date, and expiration date.
- Software product description: Product name, edition or plan, version where relevant, and a concise description of the licensed functionality.
- License scope: Number of seats or users, license type, authorized entity, usage territory, deployment method, and license start date.
- Pricing table: Line items for software licenses, add-ons, professional services, onboarding, support, and applicable sales tax.
- Billing cadence: Monthly, annual, multi-year, or one-time billing terms, with quantities, unit prices, and totals in US dollars.
- Implementation services: Configuration, data import, custom integration, user training, project management, and acceptance criteria where these are sold separately.
- Support and maintenance: Support tier, service hours, response targets, update access, and renewal price if applicable.
- Commercial terms: Payment due date, quote validity, renewal process, cancellation notice period, and assumptions or exclusions.
- Acceptance section: Space for the customer’s authorized representative to approve the quote and confirm the order.
How much to charge for a software license
Software licensing is commonly priced per user, per month, per year, per organization, per feature module, or per deployment. The right structure depends on the product’s value, target customer size, support requirements, and whether implementation work is needed.
Use these figures as market-based guidelines and adjust them for your software, contract term, and customer segment:
- Basic SaaS seat: approximately $20 to $75 per user per month for standard business software with self-service onboarding.
- Professional or advanced seat: around $100 to $300 per user per month for workflow automation, analytics, compliance, or industry-specific tools.
- Annual team or department license: commonly $1,200 to $7,500 per year, depending on included users, features, and support.
- Enterprise platform license: often $15,000 to $100,000+ per year for organization-wide access, security controls, integrations, and dedicated account support.
- Implementation and configuration: typically $1,200 to $10,000 as a one-time project fee. Complex ERP, data migration, or custom integration projects may cost more.
- Training or consulting: generally $150 to $300 per hour, or a fixed workshop package such as $3,500 for an administrator training session.
Show recurring and non-recurring charges on separate lines. Do not describe a license as “unlimited” unless the contract precisely defines what is unlimited, including users, usage volume, storage, or API calls.
Who this template is for
- SaaS companies selling subscriptions to small businesses, teams, or enterprise customers.
- Independent software vendors licensing desktop, mobile, cloud, or on-premise applications.
- Custom software developers who license a reusable platform alongside implementation services.
- IT consultants and managed service providers reselling software as part of a technology solution.
- Startups and product-led businesses preparing their first formal quote for procurement or finance review.
- Companies offering add-ons or premium modules such as reporting, integrations, API access, security, or priority support.
Frequently asked questions
Should a software license quote include legal license terms?
A quote should summarize the key commercial license terms, including the license period, number of users, permitted use, and renewal basis. The full legal conditions should normally be included in a separate software license agreement, SaaS agreement, or terms of service referenced in the quote.
Should I quote software licensing and implementation together?
Yes, if the customer needs setup, migration, configuration, or training to use the product successfully. Keep the recurring license fee separate from one-time professional services so the customer can clearly see ongoing costs versus initial project costs.
How long should a software license quote remain valid?
A validity period of 15 to 30 days is common for standard licensing proposals. Use a shorter period when pricing depends on a promotion, exchange-sensitive vendor costs, limited implementation capacity, or a specific contract start date.
Do I need to list sales tax on the quote?
Include sales tax when it is known and applicable in the customer’s jurisdiction. If tax treatment depends on location, exemption status, or whether the software is taxable, state that applicable taxes will be added to the invoice.