How to write a quote that wins the job

People use the words loosely, but they promise different things. A quote is a firm price for a defined piece of work. An estimate is your best guess, and the final figure may move. Say which one you are giving. If the price could change, say what would change it, such as extra materials or access problems. How binding each is can depend on where you work, so check local rules if a dispute is possible.

• Your business name and contact details, and the customer's name and site address
• A quote number and the date, so you can refer to it later
• The work described in plain words, with anything excluded stated clearly
• Line items with quantity and unit price, so the customer sees where the money goes
• Tax, shown separately, at the rate that applies to you
• The total, how long the price is valid, and how to accept it
• Payment terms and any deposit you require

Work out what the job will cost you: labour hours at your real cost per hour, materials, and a share of overheads such as vehicle, insurance and software. Then add the margin you need. Our service pricing calculator does this in one step, and the guide on pricing a service job walks through a worked example. Quoting below cost to win work is the most common way small businesses lose money while looking busy.

Itemised quotes build trust and make it easy to adjust scope: the customer can drop one line instead of walking away. A single lump-sum price is quicker to read and hides your working. For larger jobs, itemise; for small repeat jobs, a short list of services with fixed prices is enough.

Material prices and your availability change. Put an expiry date on the quote, for example 14 or 30 days, so you are not held to an old price.

Most quotes go quiet, not no. A short, friendly follow-up a few days after sending often gets an answer. Offer to adjust the scope and ask whether the customer has questions. The follow-up message generator drafts one in a few seconds. In BusinessPilotOS you can see which quotes are still waiting for an answer, and an accepted quote converts to an invoice without retyping the lines.