The Quote Template Pack
For photo booth businesses and event pros who spend too long building each quote.
When every quote is written from scratch, replies slow down, and a slow reply is often the moment a client books someone else. This pack helps you build a package menu once, turn it into a clear proposal in minutes, check your prices make sense, and reply while the client is still excited.
Most quotes are the same few decisions. Make them once.
Three packages. Give clients a clear choice. Name them by what they get, not just Bronze, Silver, Gold.
| Package 1: [name] | Package 2: [name] | Package 3: [name] | |
|---|---|---|---|
| Hours | [ ] | [ ] | [ ] |
| Booth or setup type | [ ] | [ ] | [ ] |
| Prints | [unlimited / number / digital only] | [ ] | [ ] |
| Backdrop | [standard choice / premium choice] | [ ] | [ ] |
| Print layout or template | [standard / custom] | [ ] | [ ] |
| Attendant | [yes / no] | [ ] | [ ] |
| Online gallery | [yes / no] | [ ] | [ ] |
| Price | [ ] | [ ] | [ ] |
Add ons. List them once with a fixed price each:
- Extra hour: [price]
- Custom print design: [price]
- Premium backdrop: [price]
- Props package: [price]
- Guest book or album: [price]
- [Your add on]: [price]
Travel. One simple rule: included within [distance or area], then [price per distance or flat fee] beyond that.
What's never included (so you don't argue about it later): [for example, venue fees, power hire, parking].
Tip: put your most popular package in the middle, so the natural choice is the one most clients want anyway.
2. One page proposal outline
Copy this structure for every quote. Fill in, don't rewrite.
Hi [name], here's your quote for [event] on [date].
Your event. [Event type] at [venue], [start time] to [end time], about [number] guests.
What I recommend. [Package name], because [one sentence tied to what they told you, for example "you mentioned a lot of guests, so unlimited prints keeps the line moving"].
What's included. [bullet list from the package menu]
Your choices. Backdrop: [option A / option B / option C]. Print layout: [option A / option B]. You can confirm these now or by [date].
Add ons you might like. [one or two, with prices]
Total. [amount]. Deposit to reserve the date: [amount]. Balance due [when].
Next step. Sign and pay the deposit here: [link]. I'm holding [date] for you until [day].
Why it works:
- It opens with their event, not your company history.
- It recommends one option, so the client doesn't have to work it out.
- It ends with one clear next step and a hold date.
For more on proposals that get read, see: Stop sending proposals clients never finish reading
3. Pricing worksheet
Use your own numbers. This is a sanity check, not a benchmark.
For each package, fill in:
| Line | Package 1 | Package 2 | Package 3 |
|---|---|---|---|
| Price to client | |||
| Prints and paper | |||
| Attendant pay (hours × rate) | |||
| Travel and parking | |||
| Setup and pack down time (your hours × your hourly target) | |||
| Equipment wear (a set amount per event) | |||
| Payment processing fees | |||
| Software and subscriptions (monthly cost ÷ events per month) | |||
| What's left |
Questions to ask yourself:
- Is "what's left" worth a full evening of your time, plus the admin before and after?
- Does each step up in package add more value for the client than it adds cost for you?
- Are you giving away something (an extra hour, travel) that you could list as an add on?
If you'd rather work out a quote from scope first, try our free proposal scope calculator.
4. The "reply fast" routine
Within the first hour of an inquiry (or as soon as you can):
- Thank them and confirm whether the date is open.
- Send the quote using the outline above, or, if you need one detail first, ask that one question.
- Include your booking or proposal link.
Can wait until later:
- Custom design mockups
- Long explanations of how the booth works
- Detailed timelines for the day
Saved replies to keep ready:
- "Your date is open, here's your quote"
- "Your date is taken, here's someone I'd recommend" (good for your reputation and your referral network)
- "Quick question before I quote: how many guests are you expecting?"
5. If you use TalleFlow
Everything above works with any tools. If you'd like it in one place, TalleFlow is a CRM for creatives, built for photo booth businesses and event pros. A few parts that fit this pack:
- Proposals clients can review online.
- Clients choose their backdrop and print template when they book.
- On Essentials, the AI document builder can help you draft a proposal to review and edit.
- Link Canva designs to a project so clients can review and approve them before the event.
You can start free on the Freelancer plan: Join for free
Questions about this pack? Email us at info@talleflow.com.