How to write a quote
Start with the customer's words. Describe each part of the work the way the customer asked for it, such as “Repaint the reception and waiting room”. A customer can compare a clear line with another quote.
Split the price into lines. Put labour, materials, and extras on separate lines. A customer trusts a price that shows where the money goes, and can remove a line instead of asking for a lower total.
Set a valid-until date. Material costs and your calendar change. Thirty days is common. After that date, you can price the work again.
Say what is not included. Use the terms for the deposit, the payment dates, and the work that costs extra. This stops most arguments before they start.
Send it the same day. A fast, clear quote tells the customer how you will do the work.
Quote, estimate, or invoice?
The three documents look alike, but they promise different things. Choose Quote or Estimate in the builder, and the title and the number change to match.
| Document | The price is | Use it when |
|---|---|---|
| Quote | Fixed. The customer pays this price if they accept. | The work is clear, and you can price it now. |
| Estimate | Approximate. The final bill can change. | The work can change once it starts, such as repairs. |
| Invoice | Final. It asks for payment. | The work is done, or a deposit is due. |
In many places, a signed quote is a contract. If the price can change, send an estimate, and say in the terms what can change it.
What to include in a quote
The template has a place for each of these:
- Your business name, logo, and contact details
- The customer's name, company, and address
- A quote number and the date
- A valid-until date, so an old price does not bind you
- One line for each part of the work, with quantity and price
- Any discount, and the tax with its rate
- The total, easy to see
- Terms: deposit, payment, and what the price does not include
- A place for the customer to sign
After you send the quote
Many customers do not reply to a quote at first. They are busy, or they wait for other quotes. A short follow-up two or three days later often gets the answer.
Keep a list of every open quote, its total, and the date of the next follow-up. When the list grows past a few quotes, a spreadsheet or a simple CRM keeps them from going cold. Our follow-up email templates include a sequence for quotes and proposals.