The short answer: A winning quote is fast, clear and easy to say yes to. Send it quickly, spell out exactly what’s included and what isn’t, show the price with GST, say how long it’s valid and how to accept, then follow up a few days later. Our free quote template covers all the essentials.
Most quotes don’t get a no. They get forgotten. Customers are busy, they’re comparing a few businesses, and the one who makes it easiest to say yes usually wins. Here’s how to write quotes that do.
Quote or estimate?
A quote is generally a fixed price for the work described, while an estimate is an approximate guide that can change. Be clear about which one you’re giving, and if the scope changes, send an updated quote before doing the extra work.
What to include in a quote
- Your business name, ABN and contact details.
- The customer’s name and the job address.
- A quote number and date.
- A clear scope of work. Describe what you’ll do in plain language.
- Itemised prices, showing labour and materials where it helps.
- GST, shown separately or as “includes GST” if you’re registered.
- Exclusions. What’s not included, so there are no surprises later.
- How long the quote is valid. 30 days is common.
- Payment terms, including any deposit.
- How to accept, ideally with a single tap or a signature.
7 ways to win more quotes
- Be fast. The first good quote often wins. Aim to send it the same day you see the job.
- Keep it clear. Plain language beats jargon. Customers should understand exactly what they’re paying for.
- Offer options. A good, better and best choice lets customers pick, instead of comparing you on price alone.
- Show you’re trustworthy. Add your licence number, insurance and a couple of recent reviews.
- Use photos. A photo of the problem, or similar past work, helps customers see the value.
- Make accepting easy. An “accept online” button beats “print, sign and scan”.
- Follow up. A friendly check-in a few days later wins jobs that would otherwise be forgotten.
How to follow up a quote
Send a short, friendly message two or three days after the quote, then another about a week later if you haven’t heard back. Ask if they have any questions, rather than pushing for a decision. Once they reply, stop the follow-ups.
Let follow-ups run themselves. My New Admin’s quoting software sends quotes from your phone, lets customers accept online and follows up automatically until you get an answer.
Common quoting mistakes
- Taking days to send the quote.
- Vague scope, which leads to disputes later.
- Forgetting GST, or not making it clear whether prices include it.
- No expiry date, so customers come back months later expecting the old price.
- Never following up.
Comparing quoting apps? See our guide to job management software in Australia.
Frequently asked questions
Your business name and ABN, the customer’s details, a quote number and date, a clear scope of work, itemised prices, GST, exclusions, how long it’s valid, payment terms and how to accept.
A quote is generally a fixed price for the work described, while an estimate is an approximate guide that can change. Make it clear which one you’re giving.
30 days is common, but choose what suits your business and material costs, and state it clearly on the quote.
Two or three days after sending it, then again about a week later if you haven’t heard back. Stop as soon as the customer replies.