How to write a quote
- Describe the job. Use the Project field to name the work and add the job site if it differs from the client's address.
- Price each part. Break the work into lines (labour, materials, fees) so the client can see where the money goes.
- Set an expiry date. A valid-until date protects you if material prices or your availability change.
- State your conditions. Deposits, what is excluded, and how the client accepts the quote.
- Send it, then invoice. When the client says yes, use Convert to invoice to reuse every line.
Quote vs. estimate
- Quote
- A fixed price for a defined scope. If the client accepts, you are expected to honour it.
- Estimate
- An informed guess that may change as the work progresses. Change the document title to “Estimate” if that fits better.
- Validity period
- Usually 14 to 30 days. Long enough for a decision, short enough to protect your margins.
Frequently asked questions
Is a quote legally binding?
In many places an accepted quote forms a contract for the stated price and scope. An estimate generally does not. Check local rules for large jobs.
Can I call it an estimate instead?
Yes. Click the document title on the page and type Estimate. The PDF uses whatever title you set.
How do I turn a quote into an invoice?
Click Convert to invoice. All lines, client details and totals carry over to a new invoice with its own number.
How long should a quote be valid?
Thirty days is common. Use a shorter window if your costs change quickly.