A quotation is a firm offer to do a defined piece of work for a stated price. Unlike an estimate, which is a best guess, a quote is a number you are prepared to stand behind once the customer accepts, which is exactly why customers ask for one before committing. A well-laid-out quotation does three jobs at once: it tells the customer precisely what they will get, it protects you by spelling out what is and is not included, and it makes the decision to say yes easy. The generator on this page opens as a quotation, so you can itemise the work, add your terms and a validity date, and download a PDF ready to send.
What a quotation commits you to
When a customer accepts a quotation, the price and scope on it generally become the basis of your agreement, so every word matters. The scope should describe the finished result, not just the activity: not simply painting, but two coats of emulsion to the walls and ceiling of the living room, with woodwork in satin finish, including preparation and clean-up. That level of detail is what lets you hold the price when the customer later asks whether the hallway was included.
Because the price is fixed, the quote is also where you protect yourself. List any assumptions you have made, such as access being available on weekdays or the customer supplying the paint, and state what is excluded. If something you could not inspect turns out to be worse than expected, a clear exclusion is what allows you to issue a variation rather than absorb the cost.
The quotation format customers expect
There is no single legal template, but customers and purchasing departments have come to expect a consistent set of elements. Including all of them makes the quote look professional and leaves nothing to interpret.
- The word Quotation, a unique quote number, and the date it was issued
- Your business name, address, and contact details, and the customer's name and address
- A short description of the project and where the work will be carried out
- Itemised lines with quantities, unit prices, and line totals for labour, materials, or deliverables
- The subtotal, any tax if you are registered for VAT/GST with its rate and amount, and the total
- A validity period, such as valid for 30 days from the date above
- Payment terms, including any deposit, stage payments, and when the balance is due
- Assumptions, exclusions, and a simple way for the customer to accept
A worked example
Picture a landscaper quoting for a small rear garden. The quotation lists three lines: clear and level the rear garden, 1 at 480.00; supply and lay turf, 36 square metres at 9.50, totalling 342.00; and supply and fit timber edging, 18 metres at 6.00, totalling 108.00. The subtotal is 930.00. If the landscaper is registered for tax, a tax line at the applicable rate appears next; if not, the total stands at 930.00.
Below the total, the quote states that it is valid for 30 days, that a 30 percent deposit of 279.00 is payable on acceptance with the balance due on completion, and that removal of existing paving is not included. The customer can see exactly what they are buying, what it costs, and what would cost extra. In the generator above, each of these is a line item or a note, and the deposit figure can be shown as its own line or in the terms.
Validity periods and handling changes
Material prices and your own availability both shift, so every quotation should expire. Fourteen or thirty days is typical; a shorter window suits volatile materials, a longer one suits large projects that need board approval. When a customer comes back after the expiry date, you are free to requote at current prices without any awkwardness, because the quote itself said so.
Once a quote is accepted, treat it as fixed. If the customer asks for more, or you uncover something outside the stated scope, do not silently adjust the figures. Issue a written variation or a revised quotation with a new number that refers back to the original, and get it agreed before you do the extra work. That habit keeps the relationship clear and prevents the end-of-job dispute that so often starts with a verbal change.
Turning an accepted quote into an invoice
The smoothest invoicing comes from quoting well. When the job is done, your invoice should mirror the quotation line for line, carry the same figures, and reference the quote number, so the customer recognises what they agreed to and approves payment without delay. If you took a deposit, show it as a deduction so the balance is obvious. Any agreed variations appear as their own clearly described lines rather than being folded into the original items.
- Keep the same line descriptions and prices on the invoice as on the quote
- Reference the quotation number on every invoice that relates to it
- Show deposits and stage payments already received as deductions
- Add agreed variations as separate lines with their own descriptions
- Switch the generator from quotation to invoice and reuse the same items
Writing a quote that wins the work
A quotation is also a sales document, and the best ones are easy to say yes to. Write the scope in plain language that mirrors what the customer asked for, so they recognise their own project in it. Put the total where it is impossible to miss rather than hiding it behind pages of terms. Where there is a genuine choice, offer two or three options with their prices instead of a single take-it-or-leave-it figure. And send it quickly: a clear quote delivered the day after a site visit beats a perfect one that arrives a week later, because the customer is still engaged and has not yet asked someone else.
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Frequently Asked Questions
What is the difference between a quotation and an estimate?
A quotation is a fixed price for a defined scope of work; once accepted, it is the figure you are expected to honour unless the scope changes. An estimate is an approximate price that may rise or fall once the work is under way. Send a quote when you can see the whole job and an estimate when there are genuine unknowns.
Is a quotation legally binding?
In most places an accepted quotation forms the basis of a contract for the price and scope it describes, which is why the wording of your scope, exclusions, and validity period matters. Rules differ by jurisdiction and by the terms you attach, so if a large project is at stake it is worth having your standard terms checked.
How long should a quotation be valid?
Most businesses use 14 or 30 days. Choose a shorter period if your material costs move quickly, and a longer one if the customer needs time for internal approval. Whatever you pick, print it on the quote so you can requote without argument once the date has passed.
Can I change a quotation after the customer has accepted it?
Only if the scope changes or something excluded on the quote turns out to be needed. In that case, issue a written variation or a revised quotation with a new number, explain what changed and why, and get agreement before doing the extra work. Changing an accepted price without a documented reason damages trust and invites a dispute.
Should I show tax on a quotation?
If you are registered for VAT/GST, yes: show the rate and the tax amount so the customer sees the full cost they will actually pay and is not surprised by the invoice. If you are not registered, make that clear so a business customer knows there is no tax to reclaim.
What should I do if a customer asks for a discount on my quote?
Rather than quietly cutting your margin, look for a change in scope that lowers the price, such as the customer handling clearance or choosing a different material. If you do offer a discount, show it as its own line against the original figures so the value of your work remains visible and the concession is clearly a one-off.