Mandatory items on a quote in 2026

What must appear, no exception

• The word “Quote” and a unique number
• Issue date and validity period
• Your name or company name, address, company number
• Client's name and address
• Itemised breakdown: quantity, unit price, unit
• Hourly labour rate where applicable
• Travel costs, if any
• Total payable, net and gross
• VAT rate, or the exemption wording
• Whether the quote is free or chargeable

The small-business exemption

If you're exempt, VAT doesn't apply — but you must SAY so, with the statutory wording. A quote silent on this looks like you forgot the VAT.

What happens if one is missing

An incomplete quote is still a commercial document, but it weakens in a dispute: the burden of proving what was agreed falls on you. And in an audit, a missing company number or VAT wording is directly sanctionable.

How Nexap handles it

The wording is applied automatically from your company profile and VAT regime. The Diagnostic screen flags what's still missing — before it shows up on a document.