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How to write a quote for a job

A good quote does two things: it wins the work, and it protects you if the job turns out bigger than it looked. Most quotes that go wrong went wrong because the scope was vague, not because the price was too high.

Quote or estimate? They are not the same thing

A quote is a fixed price. Once the customer accepts it, that is the price, and if you underestimated the work you absorb the difference. An estimate is your best guess, and both sides understand the final figure may move. Say which one you are giving them, in writing, on the document. Most disputes between a tradesperson and a customer start with one side thinking they had a fixed price and the other thinking they gave a ballpark.

Quote when you can see the whole job. Estimate when there is something you cannot see yet, like what is behind a wall, and say plainly what would change the price.

Describe the scope so both of you read it the same way

Write what is included, and just as importantly what is not. The exclusions are what let you charge for extra work later without an argument.

Put an expiry date on it

Material prices move, and your availability changes. A quote valid for 30 days is standard and gives you a clean way to requote a job someone accepts four months later. The generator sets a valid-until date 30 days out by default; change it to whatever suits your trade.

Ask for a deposit when the job needs materials

If you are buying materials up front, a deposit is normal and most customers expect it. Somewhere between 25% and 50% is typical for trade work. State it on the quote rather than raising it after the customer has said yes, and make clear whether the deposit is refundable if they cancel.

Follow up, then follow up again

A quote that gets no reply is usually not a no. People get busy. A short message a few days after you send it, and another as the expiry date approaches, wins a meaningful share of jobs that would otherwise have gone quiet. The expiry date is a useful reason to make contact without it feeling like chasing.

When they say yes

Get the acceptance in writing, even if it is only a reply saying "yes, go ahead". Then use the Client won the job? button above to turn this quote into an invoice with the same line items, so the numbers you bill match the numbers they agreed to.