How to write a quote that customers accept

1. Start with your details and the customer's

Put your business name, phone, email and (if you have one) tax ID at the top, then who the quote is prepared for. Add a quote number and date so you can both refer to it later.

2. Describe the scope in plain words

Write one or two sentences describing the job as the customer would: “Replace the water heater and fix the kitchen leak”. Then list the work as line items. Customers accept quotes they understand.

3. Itemise: quantity, unit, unit price

Each line should have a description, a quantity, a unit (hour, m², piece, visit) and a unit price. Itemised quotes are easier to trust and easier to adjust than one lump sum.

• Labour — per hour, per day or per task
• Materials and parts — with brand or spec where it matters
• Fees — call-out, disposal, permits, travel
• Optional extras — clearly marked as optional

4. Show discounts, tax and the total

Show the subtotal, any discount, tax by rate and a single bold total. Never make the customer do maths. If your prices exclude tax, say so.

5. Add terms: validity, exclusions, payment

• Valid until — usually 14–30 days
• What is not included (e.g. making good, hidden damage)
• Deposit and payment terms
• Start date or lead time
• Warranty on your work

6. Send it fast, and make it easy to say yes

The first professional quote often wins. Send it the same day — by link, WhatsApp or email — and give the customer a one-tap way to accept. QuoteNod does this for you: the customer opens the link, sees your quote, and taps Accept or Reject. You see the answer on your dashboard instantly.

Common mistakes to avoid

• A single lump-sum price with no breakdown
• No expiry date, so old prices come back to haunt you
• Vague scope (“bathroom work”) that invites disputes
• Waiting days to send it
• Calling it an invoice — a quote is an offer, not a bill