How to write a quote that wins the job

A good quote is clear, quick and complete. Here is the process experienced tradespeople use, with a checklist you can follow on every job.

1. Get the details right on site

Measure, take photos and note access, materials and anything unusual before you leave. Photos attached to the quote prevent “that wasn’t included” arguments later.

2. Split labour and materials

List labour by hour, day or job, and materials by unit. Clients trust a breakdown more than a single number, and it makes tax correct where materials and labour are taxed differently.

3. Price for profit, not just cost

Add your hourly rate, travel or call-out fee, a markup on materials (often 10–30%) and disposal. A quote that only covers costs leaves nothing for the bad weeks.

4. State what is and is not included

Write the scope in plain words: “Supply and fit 2 outlets, make good plaster. Painting not included.” Most disputes come from scope, not price.

5. Add tax correctly

Show tax separately if you are registered, use the right label (VAT, GST, sales tax) and say whether prices include tax. If you are not registered, do not add it.

6. Set a validity date and deposit

Thirty days is typical. For bigger jobs, request a deposit to book the work and buy materials.

7. Send it fast and follow up

The first professional quote often wins. Send from the driveway, then follow up after two or three days. Let the client sign on your phone when they say yes.

8. Turn it into an invoice

When the job is done, convert the accepted quote to an invoice so the numbers match, and record payments as they arrive.

Quote checklist

• Business name, logo, contact details and tax number
• Client name, phone and job address
• Quote number, date and validity date
• Labour and material lines with quantities and unit prices
• Discount, tax and total
• Deposit and payment terms
• Scope notes: included and excluded
• Photos of the job
• Space for the client to accept

Common mistakes

• One lump-sum number with no breakdown.
• Forgetting travel, disposal or consumables.
• No validity date, so a client accepts months later at old prices.
• Charging tax when you are not registered, or forgetting it when you are.
• Sending a photo of a handwritten note instead of a PDF.

Templates for your trade: plumbing, electrical work, building work, cleaning, handyman services, landscaping, painting & decorating, roofing, carpentry, heating & air conditioning.

Frequently asked questions