Writing a quote that wins the job and protects you
A good quote does two jobs. It gives the customer a clear price they can say yes to, and it fixes the scope so that "while you're here, could you also…" becomes a priced variation rather than free work. The editor above handles the arithmetic and the layout; this guide covers what to put in it.
Describe the scope line by line
Break the work into lines the customer can recognise: "Supply and install 3 × LED downlights, living room", not "Electrical work". Quantities and units matter. A tiler quoting 24 m² at a rate per square metre leaves no doubt about what happens if the floor turns out to be 27 m². Use the notes for assumptions and exclusions: access, rubbish removal, making good, permits, and anything you have deliberately left out.
Saved items make this quick. Save the lines you quote often (your call-out fee, hourly rate, standard materials) and insert them from the list next time; the description, unit, price and tax code fill in.
Set an "Accept by" date
The Accept by date is printed under the quote number. Materials, subcontractor rates and your own availability all change; an open-ended quote from six months ago can become a loss. Fourteen to thirty days is typical. If supplier prices are volatile, say so in the notes and keep the window short.
Show GST the way the customer thinks
Homeowners compare the final price, so quote GST-inclusive figures. Business customers usually think ex GST because they will claim the GST back. Either way, if you are registered for GST the quote shows the subtotal, the GST and the total, so there is no surprise when the invoice arrives. If you are not registered, untick the GST setting and the quote shows a single total with no GST.
From accepted quote to tax invoice
When the customer accepts, open the quote from the history list and click Convert to invoice. The generator copies the client, the lines, the GST settings and your payment details into a new tax invoice, gives it today's date and the next number in your invoice sequence, sets the due date from your default terms, and opens it in the invoice editor. The original quote stays in history unchanged so you have a record of what was agreed.
If the job changed, edit the lines before you download. Add variations as separate lines ("Variation 1: additional power point, approved 3 Nov") so the invoice can be read against the quote.
Deposits and progress payments
For larger jobs it is normal to take a deposit on acceptance and progress payments at milestones. State the schedule in the quote's notes. When the quote is accepted, convert it, then adjust the invoice to bill only the deposit (one line, "Deposit 30% of quote Q-1007"). Duplicate that invoice for each progress claim. Each invoice is a tax invoice in its own right with its own GST.
Quote, estimate, proposal: which word to use
A quote is a fixed price for a defined scope. An estimate signals that the final price may change and should say what would change it. A proposal is a longer sales document that may contain a quote. Consumers in Australia are protected by the Australian Consumer Law against misleading pricing, so be careful not to label a rough estimate as a quote. The quote vs invoice guide covers the differences in more depth.
Presentation tips
- Number your quotes. Q-1001, Q-1002… keeps them separate from invoices. The prefix and next number are in Settings.
- Use the customer's words. If they asked for "a new back deck", call the first line "New back deck" before breaking it down.
- One quote per decision. If the customer is choosing between options, send two quotes (duplicate and edit) rather than one confusing document with alternatives.
- Follow up before the Accept by date. The history list shows each quote's date, so a quick call a few days before expiry is easy to schedule.
Variations after acceptance
Jobs change. When the customer asks for something outside the accepted quote, price it before you do it. The simplest way is a short second quote for the variation alone ("Variation 1: relocate power point, kitchen"), accepted the same way as the first. When you invoice, include the original lines and each accepted variation as its own line, so the customer can tick them off against the paperwork they already agreed to. Disputes about final bills almost always come down to unpriced extras; a two-line variation quote removes the argument before it starts, and it gives you a record if the customer later disputes the amount.
Privacy and storage
Quotes, clients and saved items are stored in this browser's IndexedDB, never on a server. Use Export backup to keep a copy. Invoice Pro removes the small "Made with" footer line, adds your logo and brand colour, and lifts the limits on saved clients and items; the free version has no limit on the number of quotes or PDFs.