A quote is more than a number. It shows the customer how you work. A clear, fast, well-written quote builds trust before you lift a tool. A vague one invites arguments later.
Step 1: Handle the first enquiry well
The first call or message sets the tone. Be friendly and get the facts you need to price. Use this checklist.
- Name, phone, email and the best way to reach them.
- Job address, so you can work out drive time.
- What they want done, in their own words.
- Size of the job: rooms, square footage, items, or number of units.
- Access: stairs, parking, gate codes, elevator booking, distance to carry.
- Condition: anything unusual, damaged or hard to reach.
- Timing: when they want it done, and whether the date is firm.
- Anything that affects the price, such as rules from a building or strata.
- Photos or video, if they can send them.
Also ask how they heard about you and whether they are comparing quotes. That tells you how to present the quote.
Step 2: Decide if a site visit is worth it
A visit costs time. It can also save you from a bad quote. Visit when:
- The job is large or complex.
- Photos do not show enough detail.
- Access or conditions could change the hours a lot.
- The customer is not sure what they need.
- A mistake would cost you more than the visit.
You can skip a visit for small, standard jobs where photos and answers are enough. A video call is a good middle option. If you do visit, take measurements and photos and write notes while you are there.
Step 3: Price it from real costs
Work out your crew hours, labor (labor) cost, materials, vehicle, overhead and profit before you set the price. Our guide on how to price a job walks through it, and the job price calculator does the maths. Never quote from a gut feeling alone.
Step 4: Write a clear quote
A clear quote prevents most disputes. Include every item on this list.
- Scope. What you will do, described in plain and specific words.
- Exclusions. What is not included, so nobody assumes it is.
- Assumptions. For example, clear access, power and water on site, normal conditions.
- Price. The total, with tax shown, and a breakdown if it helps.
- Validity period. How long the price stays open, such as 14 days or 30 days. Costs and schedules change.
- Payment terms. Deposit, when the balance is due, and accepted payment methods.
- Timing. Proposed date or window, and how long it will take.
- Change process. Added work will be priced and approved in writing first.
- Your details. Business name, licences and insurance if relevant, and contact information.
- How to accept. A simple next step, such as reply yes or sign here.
Step 5: Present options
Options help customers choose between your offers instead of between you and a competitor. Keep it simple.
- Offer two or three clear choices, such as basic, standard and premium.
- Make each one a complete, defined scope, not a vague extra.
- Show what changes between them.
- Price each option on its own costs, so every one makes money for you.
Do not offer an option you would be unhappy to win.
Step 6: Respond quickly
Customers often ask more than one company. A fast reply shows you are organized and keen. Acknowledge the enquiry the same day, even if the full quote takes longer. Tell them when to expect it, and then send it on time. Speed never beats accuracy, though. A fast wrong quote is worse than a slightly later correct one.
Step 7: Follow up
Many quotes are lost because nobody asked. Plan your follow-up before you send.
- Send a short message a few days after the quote to confirm they received it.
- Ask if they have any questions about scope or price.
- Follow up again before the quote expires.
- Be polite, not pushy. One clear question is enough.
- If they say no, ask what made the difference. You may learn something useful.
Avoid quotes that quietly lose money
Some quotes win the job and lose the profit. Watch for these.
- Forgotten time. Drive, setup, loading and cleanup were left out of the hours.
- Missing costs. Disposal, parking, permits, fuel or equipment wear.
- Vague scope. The customer expects more than you priced.
- Discounting by feel. You drop the price without checking the margin.
- Old prices. Your costs rose, but your quote template did not change.
- No change orders. Extra work gets done for free.
The fix is to compare what you quoted with what the job really cost, every time. Our job costing guide shows how to do this simply.
A quick quote checklist
- Did I ask all first-call questions?
- Do I have photos or a visit where needed?
- Is the price built from real costs and a target margin?
- Are scope, exclusions, validity and payment terms written down?
- Did I send it quickly, and plan the follow-up?
How CrewBrain helps
CrewBrain tracks the real cost and profit of each job, so you can see whether your quotes are making money and adjust the next one.
Keep reading
- Quote follow up: a day-by-day plan that wins the job without cutting your price
- Trip charge: what it is, how much to charge, and when to waive it
- How to price a service job so it actually makes money
- How to Estimate Labor Hours for a Job
- Flat Rate vs Hourly Pricing: Which Is Right for Your Service Business?
- All guides and free calculators
Questions owners ask
What should a professional job quote include?
Include the scope, exclusions, assumptions, total price, how long the quote is valid, payment terms, timing, how changes are handled, and your contact details.
Should I always do a site visit before quoting?
Not always. Visit when the job is large, complex or unclear, or when a mistake would cost more than the visit. For small, standard jobs, photos and good questions are often enough.
How fast should I respond to a quote request?
Acknowledge the enquiry the same day and tell the customer when the full quote will arrive. Then send it on time. Accuracy matters more than speed.
How long should a quote be valid?
Pick a period that matches how fast your costs and schedule change. State the date clearly on the quote.