How to Send Professional Wholesale Quotes from Shopify (Templates Included)

Published 2026-09-29 · by the QuoteFox team

If you sell wholesale, you already know that most B2B buyers don't just click "Add to Cart." They email you, fill out a form, or call to ask: what's the best price for 500 units? How you respond to that question — and how quickly — has a direct impact on whether you win the order. A polished, clearly structured quote signals that you're a serious supplier. A sloppy one, or no system at all, loses deals.

This guide walks through what a professional wholesale quote should contain, how to format it, ready-to-use templates you can adapt today, and how to manage the whole process inside Shopify without juggling spreadsheets and email threads.

What Makes a Professional Wholesale Quote

A wholesale quote is a formal document (or message) that tells a potential buyer exactly what they'll pay, under what conditions, and for how long that price is valid. It removes ambiguity — which is the single biggest source of friction in B2B sales.

Every professional wholesale quote should include:

• Your business name and contact details — name, email, phone, and website
• The buyer's business name and contact details
• A unique quote reference number — essential for tracking and follow-up
• Issue date and expiry date — quotes typically expire after 14–30 days
• Itemised product list — SKU, product name, quantity, unit price, and line total
• Subtotal, any applicable taxes, shipping estimate, and total
• Payment terms — e.g. Net 30, 50% deposit, or prepayment
• Minimum order quantities (MOQs) if applicable
• Notes or conditions — lead times, exclusions, freight terms

Missing even one of these — particularly payment terms or an expiry date — typically leads to drawn-out back-and-forth that delays or kills the deal.

How to Format Wholesale Quotes Professionally

Keep it scannable

Buyers are busy. Use a table for line items so quantities and prices are immediately obvious. Avoid dense paragraphs of terms — use short bullet points instead. The goal is for a buyer to open your quote and understand the total cost within 30 seconds.

Use consistent branding

Even a plain-text email quote should include your logo in the signature and a consistent colour scheme if you're sending a PDF or formatted document. It sounds minor, but buyers compare you to your competitors, and professionalism matters.

Be specific about what's included — and what isn't

Freight is a common source of disputes. State clearly whether shipping is included, estimated, or to be calculated at order. If samples or setup fees apply, list them as separate line items.

Wholesale Quote Template: Email Format

Use this for straightforward quote requests you're handling manually via email.

Subject: Wholesale Quote #[QUOTE-001] for [Buyer Business Name]

Hi [Contact Name],

Thank you for your enquiry. Please find your wholesale quote below.

---
QUOTE DETAILS
---
Quote Reference: QUOTE-001
Issue Date: [DD/MM/YYYY]
Expiry Date: [DD/MM/YYYY] (valid for 30 days)

From:
[Your Business Name]
[Your Email] | [Your Phone]

To:
[Buyer Business Name]
[Buyer Contact Name]
[Buyer Email]

---
ITEMS
---
[SKU] | [Product Name] | Qty: [X] | Unit Price: $[X.XX] | Line Total: $[X.XX]
[SKU] | [Product Name] | Qty: [X] | Unit Price: $[X.XX] | Line Total: $[X.XX]

---
Subtotal: $[X.XX]
Estimated Shipping: $[X.XX] (or: TBC based on destination)
Tax (if applicable): $[X.XX]
TOTAL: $[X.XX]
---

Payment Terms: Net 30 from invoice date
Minimum Order Quantity: [X units / $X value]

Notes:
- Lead time is approximately [X] business days from payment receipt.
- Prices are valid until [expiry date] and subject to stock availability.
- This quote does not constitute a binding contract until confirmed in writing.

To accept this quote, simply reply to this email or click the link below.
[Acceptance link if applicable]

Best regards,
[Your Name]
[Your Business Name]

Wholesale Quote Template: PDF / Document Format

For higher-value accounts or when you want to present a more formal document, structure it as follows:

Tools like Canva, Google Docs, or your accounting software can produce a PDF in this format. The challenge is that manually creating each one is slow — and tracking which quotes are pending, accepted, or expired quickly becomes a spreadsheet nightmare.

Managing the Quote Workflow Inside Shopify

The real operational challenge isn't writing a single quote — it's handling volume. When you're fielding five to twenty quote requests a week, you need a system that tracks status, enables negotiation, and converts accepted quotes into actual orders without re-entering data.

This is where a purpose-built tool makes a significant difference. QuoteFox lets wholesale Shopify merchants receive quote requests directly from the storefront, respond with custom pricing, negotiate back and forth, and — once the buyer accepts — convert the quote straight into a Shopify draft order with net payment terms attached. The whole process stays inside the Shopify admin, so there's no separate CRM or quoting tool to maintain.

A practical quote workflow for Shopify B2B merchants

1. Capture the request — a form on your storefront or a dedicated "Request a Quote" page collects product, quantity, and buyer details
2. Review and price — apply your wholesale pricing, MOQ rules, and any custom discounts
3. Send the quote — the buyer receives a formatted quote with an acceptance link
4. Negotiate if needed — buyers can counter-offer; you can revise and resend
5. Convert on acceptance — the accepted quote becomes a draft order; the buyer pays on your terms
6. Follow up on expiry — set reminders for quotes nearing their expiry date

Without a system, step 4 and step 6 are where most merchants lose track of deals.

Common Mistakes to Avoid

• No expiry date: Buyers come back three months later expecting the same price. Always set a validity window.
• Vague payment terms: "Payment required" is not a payment term. Specify Net 15, Net 30, or your exact requirements.
• Forgetting to follow up: In many cases, a single follow-up email 48 hours after sending a quote is enough to close a deal. Build this into your process.
• Sending quotes from a personal email: Use a business address (orders@yourdomain.com or sales@yourdomain.com) to maintain credibility.
• Not numbering quotes: If a buyer comes back with a question about "the quote you sent," you need a reference number to know which one they mean.

Frequently Asked Questions

How long should a wholesale quote be valid for?

Most wholesale quotes are valid for 14 to 30 days. If your input costs fluctuate (materials, freight, currency), shorter validity periods of 7–14 days are more appropriate. Always state the expiry date explicitly on the quote document.

What's the difference between a wholesale quote and an invoice?

A quote is a conditional offer — it states what you're willing to supply at a given price, subject to the buyer's acceptance. An invoice is a payment demand issued after the buyer commits to the order. A quote becomes binding (and triggers an invoice) only when both parties agree to proceed.

Can I send wholesale quotes directly from Shopify without third-party apps?

Shopify's native features don't include a quoting workflow. You can manually create draft orders and send invoice emails, but there's no built-in way to receive quote requests from buyers, negotiate pricing, or track quote status. Most wholesale merchants end up using either a dedicated quoting app or an external tool connected to Shopify.

What payment terms should I offer wholesale customers?

Common wholesale payment terms include Net 30 (payment due 30 days after invoice), 50% deposit with balance on delivery, and prepayment in full. Net 30 is the most commonly expected term among established wholesale buyers. If you're working with a new account, prepayment or a smaller deposit is a reasonable starting point until trust is established.