Quote Templates and Systems
Professional quotes convert better and save time. This guide shows you how to create effective quotes that win more work while being efficient with your time.
Why Good Quotes Matter
| ✅ Professional Quotes | ❌ Poor Quotes |
|---|---|
| Convert more leads into bookings | Lose bookings |
| Build trust and professionalism | Look unprofessional |
| Set clear expectations | Create confusion |
| Save time (templates) | Waste time |
| Reduce misunderstandings | Lead to disputes |
What to Include in Quotes
Essential Information Checklist
| Section | What to Include | Why It Matters |
|---|---|---|
| Your Business Details | Business name, Your name, Phone number, Email, Address | Customer needs to contact you |
| Customer Details | Customer name, Address, Contact information | Personalization, accuracy |
| Job Description | What you'll do, Clear and specific, Materials included | Sets expectations, prevents disputes |
| Price | Clear total, Breakdown (if helpful), What's included, What's extra | Transparency, builds trust |
| Timeline | When you'll do it, How long it will take, Completion date | Customer planning |
| Payment Terms | Deposit required (if any), When payment due, Payment methods | Clear expectations |
| Validity | Quote expiry date (e.g., 30 days), Conditions | Protects you, creates urgency |
Optional but Helpful
| Item | When to Include | Benefit |
|---|---|---|
| Guarantees/warranties | Always | Builds trust |
| Insurance information | Always | Shows professionalism |
| Qualifications | If relevant | Builds credibility |
| Similar work examples (photos) | For larger jobs | Shows quality |
| Terms and conditions | For larger/complex jobs | Protects you |
Quote Templates
Simple Quote Template
QUOTE
Date: [Date]
Quote Number: [Number]
Valid Until: [Date + 30 days]
TO: [Customer Name]
[Customer Address]
JOB DESCRIPTION:
[Clear description of work]
PRICE: £[Amount]
[Breakdown if helpful]
INCLUDES:
- [Item 1]
- [Item 2]
- [Item 3]
EXCLUDES:
- [Any exclusions]
TIMELINE:
Start: [Date]
Duration: [Time estimate]
Completion: [Expected date]
PAYMENT:
[Terms - e.g., 50% deposit, 50% on completion]
TERMS:
- Quote valid for 30 days
- Work guaranteed for [time]
- Full insurance and qualifications
CONTACT:
[Your Name]
[Your Business]
Phone: [Number]
Email: [Email]
Please confirm acceptance by [Date]
Digital Quote Software Options
| Software | Cost | Features | Best For |
|---|---|---|---|
| QuickBooks | £12-25/month | Quotes + invoicing + accounting | Established businesses |
| Xero | £10-30/month | Quotes + invoicing + accounting | Growing businesses |
| Invoice2go | £5-15/month | Simple quotes + invoicing, mobile-friendly | Mobile tradesmen |
| Jobber | £25-80/month | Full job management + quotes | Multiple staff, complex jobs |
| Word/Google Docs | Free | Custom templates | Starting out, simple needs |
Benefits of digital quotes:
- ✅ Professional appearance
- ✅ Easy to customize
- ✅ Track quotes
- ✅ Convert to invoice
- ✅ Include photos
- ✅ Easy to send (email, WhatsApp)
Digital vs. Paper Quotes
| Aspect | Digital Quotes ✅ | Paper Quotes |
|---|---|---|
| Professional appearance | Very professional | Can look less professional |
| Speed | Fast to send | Requires printing/delivery |
| Tracking | Easy to track | Harder to track |
| Photos | Can include photos | Limited |
| Convenience | Send instantly (email, WhatsApp) | Requires delivery |
| Cost | Free (email) or low cost | Printing costs |
| When to use | Most situations (recommended) | Customer prefers paper, on-site, older customers |
Recommendation: Use digital quotes for most situations. Send via email (PDF) or WhatsApp for fast, professional delivery.
Quote Follow-Up
Follow-Up Timeline
| Day | Action | Message Example | Purpose |
|---|---|---|---|
| Day 1 | Send quote | Initial quote sent | Get quote to customer fast |
| Day 3-5 | Quick follow-up | "Hi [Name], just following up on the quote I sent for [job]. Do you have any questions or would you like to go ahead? Thanks!" | Gentle reminder, shows you care |
| Day 7-10 | Final follow-up | "Hi [Name], I haven't heard back about the quote. Still interested, or have you decided to go with someone else? No worries either way - just want to close the loop. Thanks!" | One last attempt, then move on |
| After Day 10 | Stop | Don't keep asking | Don't pester - move on |
Why follow-up matters: 30-40% of quotes convert after follow-up. Don't skip it!
Quote Expiry Dates
Expiry Date Options
| Expiry Period | When to Use | Example |
|---|---|---|
| 14 days | Urgent/competitive jobs | Quick response needed, competitive market |
| 30 days | Most common (standard) | Standard jobs, most situations |
| 60 days | Large, planned jobs | Major projects, long planning time |
Why Expiry Dates Matter
| Benefit | How It Helps |
|---|---|
| Creates urgency | Encourages faster decision |
| Protects you | Price changes don't affect old quotes |
| Shows quote is current | Professional practice |
| Standard practice | Expected by customers |
Include on quote: "This quote is valid for 30 days"
Handling Quote Requests
Quote Response Time
| Job Type | Response Time | Why |
|---|---|---|
| Simple quotes | Same day | Fast quotes convert 2-3x better |
| Complex quotes | 24-48 hours | Need time to assess properly |
| If delayed | Communicate | Let customer know timeline |
Why speed matters: Fast quotes convert better. Respond within 24 hours when possible.
Quote vs. Estimate
| Aspect | Quote | Estimate |
|---|---|---|
| Price type | Fixed price | Approximate price |
| Binding | Yes (if accepted) | No, can change |
| Customer certainty | Knows exact cost | Less certain |
| When to use | Confident on price, standard jobs, customer wants certainty | Complex jobs, unknown issues, price might vary |
| Example | "£500 fixed price" | "Estimated £400-£600" |
Converting Quotes to Bookings
Quote Acceptance
Make it easy:
- Clear acceptance process
- Multiple ways to accept (phone, text, email)
- Confirmation process
Example:
"Please confirm acceptance by [date] via phone, text, or email. I'll then confirm start date."
Quote to Invoice
If using software:
- Convert quote to invoice easily
- Same system
- Professional
If manual:
- Use quote as base
- Update to invoice
- Mark as accepted
Quote Systems and Tools
Quote System Comparison
| System Type | Tool | Cost | Features | Best For |
|---|---|---|---|---|
| Simple | Spreadsheet (Excel/Google Sheets) | Free | Track quotes: number, date, customer, price, status | Starting out, simple tracking |
| Simple | Word/Google Docs template | Free | Fill in details, save as PDF | Simple needs, no tracking needed |
| Professional | QuickBooks | £12-25/month | Quotes + invoicing + accounting + tracking | Established businesses |
| Professional | Xero | £10-30/month | Quotes + invoicing + accounting + tracking | Growing businesses |
| Professional | Invoice2go | £5-15/month | Simple quotes + invoicing, mobile-friendly | Mobile tradesmen |
| Professional | Jobber | £25-80/month | Full job management + quotes + scheduling | Multiple staff, complex operations |
What to Track in Your System
| Field | Why It Matters |
|---|---|
| Quote number | Reference, organization |
| Date sent | Follow-up timing |
| Customer name | Easy lookup |
| Job description | Remember what it was for |
| Price | Track quote value |
| Status | Pending, accepted, declined, expired |
| Follow-up date | When to follow up |
| Conversion | Did it convert? Track what works |
Quick Wins
This Week
- Create quote template
- Standardize your quote format
- Add expiry dates
- Improve follow-up process
This Month
- Set up quote tracking system
- Improve quote templates
- Test quote software
- Review conversion rates
Quote Checklist
Before Sending Quote
- All essential information included
- Price is clear and correct
- Timeline is realistic
- Payment terms are clear
- Expiry date included
- Professional appearance
- Checked for errors
After Sending Quote
- Confirmed customer received it
- Added to tracking system
- Set follow-up reminder
- Ready to answer questions
Common Quote Mistakes
| ❌ Mistake | ✅ Solution | Why It Matters |
|---|---|---|
| Vague descriptions | Be specific about what you'll do | Prevents disputes, sets expectations |
| Unclear pricing | Make price obvious and clear | Customers need to see value |
| No expiry date | Include expiry (30 days standard) | Protects you, creates urgency |
| Slow response | Respond same day or within 24hrs | Fast quotes convert 2-3x better |
| No follow-up | Follow up at Day 3-5 and Day 7-10 | 30-40% convert after follow-up |
| Unprofessional appearance | Use templates, check formatting | Looks matter for trust |
| Missing information | Use checklist, include everything | Completeness builds confidence |
Key Takeaways
✅ Include all essential information - Business details, job description, price, timeline, payment terms
✅ Use templates - Save time, stay consistent
✅ Set expiry dates - Standard practice, creates urgency
✅ Follow up - Many bookings happen after follow-up
✅ Professional appearance - Builds trust
✅ Make it easy - Clear process, multiple ways to accept
✅ Track quotes - Know what's working
Next Steps
- Create quote template - Standard format
- Add expiry dates - Protect yourself
- Improve follow-up - Convert more quotes
- Consider software - Save time, look professional
- Track results - See what converts
Remember: Good quotes are clear, professional, and easy to understand. They build trust and convert leads into bookings. Invest time in creating a good template and system - it pays off.