Free Upholstery Quote Template: Professional Format for Every Job
Upholstery shops using itemized quotes close 28% more jobs than those using single-price estimates. The number isn't surprising, a detailed quote builds confidence, shows professionalism, and gives the client something to compare against. A single number on a napkin just makes them nervous.
The problem with generic service quote templates: they're missing the 8 line items specific to upholstery. A standard service quote has "labor" and "materials." An upholstery quote needs fabric, foam, supplies, welt cording, webbing, dust cover, pickup/delivery, and timeline, all separately documented.
Here's the format. Use it as-is or adapt it to your shop.
TL;DR
- Accurate pricing requires knowing your actual labor rate (overhead + target wage + profit margin), not a rough estimate.
- Most shops undercharge by failing to account for pattern repeat waste, frame repair time, and non-billable admin overhead.
- A documented pricing structure with itemized line items builds client trust and reduces negotiation friction.
- Fabric markup of 20-40% over cost is standard practice in residential upholstery shops.
- Premium work (leather, tufting, custom trim) warrants a premium labor rate, which should be explicit in your quote structure.
- Consistent pricing with clear line items also makes it easier to analyze profitability by job type over time.
What Should an Upholstery Quote Include?
A professional upholstery-specific quote has four sections:
1. Piece information, what you're upholstering, current condition, special requirements
2. Fabric, yardage, fabric cost per yard, total fabric cost
3. Labor, breakdown by task (stripping, refoaming, sewing, tacking, finishing)
4. Supplies, foam, webbing, springs, welt cording, dust cover, cambric, nailhead, supplies
Each section should be itemized, not bundled. Here's why: when a client pushes back on price, you can explain what each line item is. When everything is bundled into one number, any price objection becomes a negotiation about the whole job.
The Upholstery Quote Template
UPHOLSTERY QUOTE
[Your Shop Name]
[Address | Phone | Email]
[Website]
Quote Date: _______________
Quote Valid Through: _______________ (30 days recommended)
Client Name: _______________
Client Phone/Email: _______________
Piece: _______________
Condition Notes: _______________
Fabric
| Item | Yardage | Price/Yard | Subtotal |
|---|---|---|---|
| Face fabric: [fabric name/supplier] | ___ yd | $___/yd | $_____ |
| Contrasting welt fabric (if applicable) | ___ yd | $___/yd | $_____ |
| Decking fabric | ___ yd | $___/yd | $_____ |
| Fabric Subtotal | | | $_____ |
Labor
| Task | Hours | Rate | Subtotal |
|---|---|---|---|
| Strip and dispose | ___ hr | $___/hr | $_____ |
| Frame repair (if applicable) | ___ hr | $___/hr | $_____ |
| Refoam / re-spring | ___ hr | $___/hr | $_____ |
| Cut and sew | ___ hr | $___/hr | $_____ |
| Tack and finish | ___ hr | $___/hr | $_____ |
| Labor Subtotal | | | $_____ |
Supplies
| Item | Quantity | Unit Cost | Subtotal |
|---|---|---|---|
| Foam (seat) | ___ | $___ | $_____ |
| Foam (back/arms) | ___ | $___ | $_____ |
| Dacron / batting | ___ | $___ | $_____ |
| Webbing | ___ | $___ | $_____ |
| Welt cording | ___ yd | $___ | $_____ |
| Cambric / dust cover | ___ yd | $___ | $_____ |
| Arm caps (if applicable) | ___ | $___ | $_____ |
| Nailhead trim (if applicable) | ___ | $___ | $_____ |
| Staples, thread, misc | flat | $_____ | $_____ |
| Supplies Subtotal | | | $_____ |
Logistics (if applicable)
| Item | Cost |
|---|---|
| Pickup | $_____ |
| Delivery | $_____ |
| Logistics Subtotal | $_____ |
Quote Total
| | |
|---|---|
| Fabric Subtotal | $_____ |
| Labor Subtotal | $_____ |
| Supplies Subtotal | $_____ |
| Logistics Subtotal | $_____ |
| Subtotal | $_____ |
| Tax (___ %) | $_____ |
| TOTAL | $_____ |
Deposit Required: ___% = $_____
Balance Due: Upon completion
Estimated Timeline: _______________ weeks from fabric receipt
Notes / Special Requirements:
_______________________________________________
_______________________________________________
Client Signature: _______________ Date: _______________
Shop Signature: _______________ Date: _______________
The 8 Line Items Generic Quotes Miss
Here's what gets omitted from standard service templates, and why each one matters:
1. Decking fabric, the fabric used under cushions, typically lower-cost than face fabric. Charging for it separately prevents it from getting absorbed into your labor rate.
2. Cambric / dust cover, the black or white fabric tacked to the underside of furniture. Small cost but a real one. Lost if not itemized.
3. Webbing, jute, sinuous spring webbing, or elastic webbing for the seat support system. Not a trivial cost on a full sofa.
4. Dacron / batting, the layer over the foam that gives the cushion its rounded profile. Should be a supply line, not a labor assumption.
5. Welt cording, if you're making welt, the fabric and cord have a cost. If you're buying pre-made welt, that's a supply line item.
6. Arm caps, often forgotten entirely. If the piece needs new arm caps, they're a supply and a labor item.
7. Pickup and delivery, separate from labor, clearly noted so the client knows it's included (or not).
8. Timeline, not a cost, but a quote element that prevents "when will it be done" conversations every week. Build it in from day one.
For the full quoting workflow, the upholstery quote generator handles all line items automatically based on piece type and fabric selection. The pricing guide covers how to set your labor rate and supplies markup.
How to Customize This Template for Your Shop
Add your branding. Put your logo, colors, and contact info at the top. A professional header makes the quote look like a business document, not a handwritten estimate.
Set your standard rates. Fill in your per-hour labor rate and standard supplies markup before you start a quote. Consistent rates across quotes prevent margin leakage.
Adjust the line items. If you never do pickup/delivery, remove those lines. If you always include a specific supply, make it a standard line rather than adding it each time.
Save it as a template. Whether you use a PDF, Word document, Google Doc, or the StitchDesk quote generator, the goal is a one-click starting point for every new job, not a from-scratch document each time.
FAQ
What should an upholstery quote include?
A professional upholstery quote should include: piece description and condition notes, face fabric (name, yardage, cost per yard, total), contrasting fabric if applicable, decking fabric, itemized labor by task (strip, refoam, cut/sew, tack), supplies (foam, webbing, cambric, welt cord, batting, arm caps), pickup/delivery if applicable, tax, deposit amount, and estimated timeline. Single-price estimates close fewer jobs and create more disputes. Itemized quotes show clients where their money is going and build confidence in your pricing.
How do I create a professional reupholstery estimate?
Start with the piece information, what you're upholstering and its current condition. Then calculate fabric yardage using the appropriate calculator for the piece type. Get your fabric cost from the supplier and multiply by yardage. Estimate labor hours by task and multiply by your hourly rate. Add supplies line by line: foam, webbing, cambric, welt, batting. Add any logistics costs. Total everything, add tax, and note the deposit required and estimated timeline. Use a consistent format so every quote looks professional and nothing gets missed.
Can I customize an upholstery quote template for my shop?
Yes. The template above is a starting point. Remove line items you never use, add ones specific to your work (decorative nailhead, tufting buttons, specialized trim), adjust the formatting to match your brand, and set default rates for the items you price consistently. The goal is a template you can open, fill in the job-specific numbers, and send, not one that requires rebuilding for every job. If you use StitchDesk, the quote generator saves your defaults and generates the line items automatically from your fabric and piece selection.
How do I handle clients who want to negotiate the price?
The most effective response to price negotiation is to explain what the price covers, not to simply lower it. Walk the client through the labor time, fabric cost, and any structural work required. If the client needs a lower price, offer to adjust the scope (simpler fabric, no welt cording, tight seat instead of loose cushion) rather than discounting the same work. Discounting without scope changes devalues your labor and creates an expectation of discounting on future jobs.
Sources
- National Upholstery Association
- Association of Master Upholsterers and Soft Furnishers (AMUSF)
- Upholstered Furniture Action Council (UFAC)
- Furniture Today (trade publication)
Get Started with StitchDesk
Pricing confidence comes from knowing your actual costs and communicating them clearly in every quote. StitchDesk helps upholstery shops build detailed quotes, track job costs against estimates, and develop pricing that protects margins across every job type. Try StitchDesk free and bring precision to your pricing.