How to build a quote request form that auto-calculates pricing

Let your form do the math for you

In this guide, you’ll create a quote request form that automatically calculates pricing and gives customers instant, transparent estimates. You’ll use variable fields for formulas, logic for add-ons or discounts, and optional PDFs or emails to send price summaries to both the client and your team.
📘 Learn more: Create your first form, app, or portal in a flash

Step 1 — Create your quote request form

Start from your workspace and click + New → Form. You can start from scratch or choose a Order Form template from the Template gallery.

Or use Magic Create, describe your goal:

“A quote request form that calculates total price automatically based on selected services and quantities.”

Why this matters: this ensures you start with fields already optimized for cost calculations and client data.
📘 Learn more: How to create a form

Step 2 — Add main quote fields

Include fields that define what the customer is requesting:

• Full name and email
  
  
• Service or product selection (single/multi-choice)
  
  
• Quantity (number field)
  
  
• Custom options or add-ons  dropdown)
  
  
• Delivery preference / urgency
  
  
• Discount code (optional)
  
  

💡 Tip: You can use dropdowns with predefined prices or store price values in hidden fields for each item.
📘 Learn more: Form editor and field types

Step 3 — Define variables for pricing

Add variable fields to calculate prices automatically:

Example setup:

• @base_price = @quantity * 50
  
  
• @addon_price = @extra_features * 20
  
  
• @total_price = @base_price + @addon_price
  
  

For more complex pricing, include conditional formulas:

• If delivery = “Express” → add $30
  
  
• If quantity > 100 → apply 10% discount
  
  

Why this matters: using formulas gives you full flexibility for any pricing logic, from flat rates to tiered discounts.
📘 Learn more: How to use a variable with a formula

Step 4 — Display the calculated total to users

Add a Content field or Short text field to show the live total.
Example:

“Your estimated total is: $@total_price”

You can also use conditional logic to display custom messages based on total value:

• If total > 1000 → Show “You qualify for a bulk discount!”
  
  
• If total < 100 → Show “Minimum order fee may apply.”
  📘 Learn more: How to add and calculate scores using variable fields
  
  

Step 5 — Use logic for optional services and discounts

Open Settings → Logic → Advanced logic and automate how add-ons, discounts, or conditions affect pricing:

• If Add-on = Yes → Add $50
  
  
• If Discount code = “SAVE10” → Subtract 10%
  
  
• If Quantity > 50 → Automatically show “Bulk order” section
  
  

💡 Pro tip: keep each rule simple and named clearly (“Add-ons,” “Discount logic,” “Bulk tier”) for easier updates later.
📘 Learn more: How to add advanced logic to your form

Step 6 — Send automatic quote summaries

Go to Settings → Advanced logic or Notify tab and set up automatic emails:

• To the customer: include total price and service breakdown.
  
  
• To your team: include all form details for follow-up.
  Use merge tags like @name, @service_type, and @total_price for a professional touch.
  📘 Learn more: How to create and send custom email templates
  
  

Step 7 — Generate downloadable PDF quotes

Add a custom PDF template to your project for instant, branded quote documents.
Include:

• Client details
  
  
• Requested services
  
  
• Itemized pricing
  
  
• Dynamic total (@total_price)
  
  
• Company logo and terms
  
  

📘 Learn more: How to generate custom PDFs using templates

Step 8 — Visualize and track quote requests

Open your Results → Responses tab to view all incoming quotes.
Use:

• Table view to filter by product, region, or budget range.
  
  
• Kanban view to track status (New, Quoted, Accepted, Paid).
  
  
• Charts to analyze average order value or conversion rates.
  📘 Learn more: How to create a Kanban board
  
  

Step 9 — Add instant payments (optional)

If you want customers to confirm their quote and pay instantly:

• Add a Payment field with the total price variable as the amount.
  
  
• Automatically redirect to payment success page after checkout.
  📘 Learn more: How to create an order form with online payment
  
  

Step 10 — Enhance your form with AI tools

Use AI Smart Content to polish form copy (“human-friendly pricing explanation”) and AI Analyze to track patterns, like:

• “Which services generate the highest quotes?”
  
  
• “What price ranges convert best?”
  📘 Learn more: Uncover insights and trends in your data with AI Analyze
  
  

Pro tips

• Use dropdown fields for tiered pricing (Beginner, Pro, Enterprise).
  
  
• Display taxes, fees, or currency dynamically.
  
  
• Prefill returning customer info with Memory Forms for faster requests.
  📘 Learn more: What are Memory Forms
  
  

Example scenario

A client selects Website Design for 3 pages, adds SEO Optimization and Maintenance, and enters promo code “SAVE10.” The form instantly shows their total discounted price, emails them a branded quote PDF, and adds their request to your dashboard under New Quotes.
📘 Learn more: How to create a subscription-based payment on your form

FAQ

1. Can I apply different pricing by region or currency?
   Yes, use conditional logic and variables for region-specific price rules or currency fields.
2. Can users update their quotes later?
   Absolutely, enable “Edit after submission” or manage access in a client portal.
   📘 Learn more: How to let users view and edit their own data in your portal
3. Can I include taxes automatically?
   Yes, add a variable like @total_with_tax = @total_price * 1.09 to calculate inclusive totals.

Your quote calculator is live, now watch leads convert faster

You’ve built a dynamic quote form that instantly calculates totals, generates PDFs, and automates follow-ups. Keep refining your variables and logic to make pricing clear, interactive, and conversion-driven.
📘 Learn more: Build personalized and time-saving flows with logic, automations, and AI

Last updated October 2025

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