Why Most Quotes Lose Jobs Before They Start
For many trade and service businesses, the quote is the first detailed impression a potential customer gets of your business. A sloppy quote — no letterhead, vague scope, no payment terms — signals that your work might be the same.
A professional, well-structured quote does not just tell the customer what something costs. It tells them who you are, why you are the right choice, and exactly what they are getting.
What Every Good Quote Should Include
Your Business Details
Your quote should be on a professional document — even a simple PDF template — with your business name, logo, ABN, contact details, and licence number if applicable. This alone immediately differentiates you from competitors who send a number via text message.
The Customer Details and Date
Always address the quote to the specific customer and include the date it was prepared. Undated quotes create confusion later about which version is current.
A Clear Scope of Work
This is the most important part. Describe exactly what is included in your quote — materials, labour, site visits, completion timeline. Be specific. Vague scope leads to disputes, scope creep, and unhappy customers.
If there are things that are explicitly not included, list those too. "This quote does not include removal of existing tiles" prevents a very common argument.
Itemised Pricing
Where possible, break your quote into line items rather than presenting a single lump sum. Itemised quotes are easier for customers to understand and justify internally, and they make it harder for competitors to undercut you without the customer realising they are comparing different scopes.
GST
Always show whether your prices include or exclude GST. "All prices include GST" or "Prices shown are ex GST" — just be clear. Surprises at invoice time kill trust.
Validity Period
Include a statement like "This quote is valid for 30 days." This creates mild urgency and protects you from being held to a price after material costs have changed.
Payment Terms
State your payment terms clearly: deposit required, payment on completion, 14-day invoice terms — whatever your policy is. Getting this in the quote avoids the awkward conversation later.
Your Credentials
A brief section on your experience, relevant licences, insurance, and any warranties you offer can be the difference between winning and losing a job when your price is similar to a competitor.
Follow Up Every Quote
Most small businesses send a quote and wait. Studies consistently show that a simple follow-up call or message three to five days after sending a quote significantly increases conversion rates.
A brief message — "Just checking you received the quote okay and happy to answer any questions" — shows professionalism and keeps you front of mind when the customer is ready to decide.
Use a Template
Create a standard quote template you can reuse for every job. Tools like Tradify, ServiceM8, and Xero all offer professional quoting features built for trade businesses. Even a well-formatted Word or Google Doc template is better than starting from scratch each time.
Final Thought
Your quote is a sales document. Every element of it — presentation, clarity, professionalism — is a signal to the customer about the quality of the work they can expect. Treat it accordingly.