Winning work starts with a strong business quote. A clear quote sets expectations, shows value and helps your customer make a quick decision. In this guide, you’ll learn how to create quotes that save time, look professional and get approved faster using smart tools.

A quick guide to understanding a business quote

A business quote is a clear offer that shows the total cost of a product or service before work starts. It includes key details like the service price, timeline and terms. Once accepted, it becomes a legally binding agreement. A strong quote builds trust, minimises the risk of disputes and helps you win more work with less effort.

Understand what makes a good quote

A good business quote can help you win a job, build trust with your customer and set clear expectations from the start. Before you create a quote, it’s important to understand what a quote is and why it matters.

What is a quote in business?

A quote is a document that shows your customer the total cost of a product or service before they agree to buy. It outlines what is being offered, how much it will cost, and under what terms. A quote is a document that becomes legally binding once your client accepts it. In most cases, quotes are sent to potential customers after they make a sales query.

Why a good quote matters

When you send a well-made quote document, you show your customer that you are clear, organised and serious about doing business. A good quote also helps avoid disputes by including all the important details upfront.

Clear, accurate and relevant quotes help to:

• Build trust.
• Speed up approval.
• Protect both you and the recipient.
• Improve your sales success.

How good quotes compare to poor ones

Feature	Good quote	Poor quote
Itemisation	Full cost breakdown by task or service	Vague or missing items
Contact Info	Easy-to-read contact details	Not included or hard to find
Terms and conditions	Clear and complete	Missing or vague
Layout and design	Branded, easy to scan	Cluttered or messy
Accuracy	Based on known costs, includes buffer if needed	Missing tax or key costs

Taking time to prepare a strong quotation helps every business stand out and gives the customer confidence in your offer. Business Kitz Quotation Template can help get you started and speed up the quote preparation process.

How to prepare a business quote that converts

A clear, well-structured business quote helps you win work and avoid confusion later. It shows your customer that you are organised, trustworthy and ready to deliver. Use this section to build quotes that convert more leads into deals.

What to include in every business quote

Your quote should show the customer exactly what they are paying for, how much it costs and under what conditions. A professional quote must include the following:

• Your business name, ABN and contact details.
• A unique quote number.
• An issue date and expiry date.
• An itemised list of goods and services.
• Quantity, unit price and total price for each line item.
• The overall total cost including tax.
• Any discount offered.
• Clear terms and conditions.
• The payment methods you accept.
• An area to sign and date.

These details help the client understand your offer and move forward faster.

Tailor your quote to your industry

Each industry has different needs. If you’re a tradesperson, your quote might focus more on parts, labour and delivery time. If you offer services, your quote should outline each task, milestone and expected completion date. Add a buffer for delays like staff shortages or limited availability.

How Business Kitz can help

Business Kitz makes it easy to create a quote in minutes.

• Utilise Business Kitz Quotation Template or upload your own.
• Auto-fill your business info.
• Securely store reusable templates and keep every document in one place.

Sign up today to get access to over 100 document and contract templates to support your business, and many more features!

Know your customer before quoting

Before you send a business quote, take time to understand your customer. The better you know their needs, the more accurate and helpful your quotation will be. This builds trust and improves your chance of winning the job.

Ask smart questions before you quote

Not all customers want the same thing. Ask the right questions to learn what matters most to them. This helps you prepare a quote document that fits their goals.

Here are some key questions to ask:

• What is your budget?
• When do you want the job to start and finish?
• Do you need a fixed price or a rough estimate?
• Are there any special needs or risks we should take into account?
• What’s your preferred payment method?
• Who is the decision-maker?

These answers help you offer the right price, timeline and terms and conditions. You can also minimise overquoting or underquoting. This saves time for both you and the customer.

Example: Michael the Physio

Michael owns a physio clinic. He uses professional quotes to show his services to both insurance-covered clients and private clients. His quoting style changes based on the recipient:

• For insurance work, he includes a detailed breakdown of goods and services, completion timeframes and an invoice format to meet insurer rules.
• For private clients, he simplifies the layout and adds a small discount for bulk bookings.

Michael uses Business Kitz to pull up the right template for each type of client. This saves him time and helps him stay accurate. Knowing your customer is the first step to sending a quote they will accept.

Use a professional quote template to save time

Using a business quote template saves time and keeps your process consistent. You don’t need to start from scratch every time you send a quote. A strong template helps you work faster and look more professional with every document sent.

Why templates make quoting easier

A quote template gives you a ready-made format that you can use again and again. This improves speed and accuracy. It also helps you stick to your brand and avoid missing key details.

Templates also help when:

• You quote for similar goods and services often.
• You employ different staff to manage quotes.
• You want to reduce mistakes or missed items.
• You need to meet legal or contract rules.

When you use a template, you also keep your workflow smooth. This helps you respond faster to potential customers and win more sales.

Check out Business Kitz Quotation Template to get started with your first quote.

Break down your quotation with accuracy

A clear quotation helps your customer understand exactly what they are paying for. When you break down your pricing, you remove guesswork and reduce the risk of disputes. A good business quote gives full visibility on each task, cost and delivery point.

Quotation vs estimate

A quotation is a fixed offer. Once your client accepts it, it can become a legally binding contract. You agree to complete the work for the stated price under the listed terms and conditions.

An estimate, on the other hand, is a rough guess. It gives the customer an idea of cost but allows for changes. You might use an estimate early in a job when you don’t yet have all the facts.

Use a quotation when you:

• Have fixed pricing.
• Know your costs upfront.
• Want to lock in a contract.

Use an estimate when:

• Costs may change.
• Work depends on inspection or scope.
• Timelines or supply costs vary.

What to break down in your quote

A detailed quote should include a clear cost breakdown. This shows the recipient exactly what they are paying for.

Break down the following:

• Labour: hours, rate and completion time.
• Materials: parts, tools or stock.
• Time: delivery windows or key dates.
• Tax: show GST or other charges.
• Quantity: per item or per hour.
• Extra costs: travel, setup or urgent job fees.

Tip: A strong, accurate quotation builds trust and sets your quote apart. Use software like Business Kitz to simplify the quoting process.

Write a quote that helps you stand out

A strong business quote does more than list prices. When your quote looks sharp and reads well, you stand out from the competition and move the customer closer to saying yes.

Use clear and simple language

Keep your language easy to read. Avoid jargon or long sentences. Speak in a way your customer understands.

For example, Instead of saying:

“We propose to engage in the provision of maintenance services…”

Say:

“We will carry out all maintenance as listed in this quote document.”

Clear quotes reduce confusion. They also make you look confident and professional.

Focus on value, not just price

Don’t just show the total quote amount. Show what the client gets in return. Add short notes next to each line item explaining what’s included.

Example:

• “Website design – includes layout, SEO setup and mobile testing”

When a customer sees value, they’re more likely to accept the offer. Even if your pricing is higher, a value-rich quote wins more sales.

Add a testimonial

A short review from another customer can lift trust. You can include a testimonial at the end of a quote or in your email to the customer. Keep it brief and relevant.

Example:

“Fast, clear quote and great service. Highly recommend!”

While not essential, this small addition can help boost credibility.

Make it look good

Use a branded template. Keep spacing clean. Use headings and bold text to highlight key details like the expiry date, completion time or discount offered. Add your logo and clear contact details.

Include relevant document attachments

A business quote should not stand alone. To give your customer the full picture, attach all supporting documents that explain or back up your offer. This builds trust, shows professionalism and helps your client make a clear decision.

Why attachments matter

Extra documents help give context to your quote. They can show the scope, timeline, or proof of your skills (e.g. testimonials, service brochures etc.). Without these, the customer might delay or question your quote. Adding the right files helps speed up the approval process and minimises the risk of confusion later on.

Attachments can:

• Support a large or complex job.
• Explain legal or compliance needs.
• Show quality, licence or insurance details.
• Prove value with previous work or case studies.

Common documents to include

Match the attachment to your job type. Here's a quick guide by industry.

Industry	Supporting documents
Construction	Scope of work, site plans, licences, insurance
Health/Wellness	Accreditation, insurance, treatment outlines
Professional	Project brief, prior reports, case studies
IT/Tech	System specs, service levels, warranties
Events	Run sheets, venue hire terms, supplier quotes
Education	Curriculum plan, enrolment forms, schedule

Make sure each document is clear, up to date and easy to open. You can use a word document, PDF or link to a shared folder. The right attachments can help turn a quote into a signed deal. Include them every time to support your quote and impress the client.

Explain every detail to build trust

Every good business quote needs clear and full details. When you explain the job properly, you help your customer know exactly what to expect. This minimises the risk of disputes, delays and added costs later on.

Why details matter

If your quote is vague, it can cause contract issues. The client might expect something you never planned to include. This leads to stress, lost time and unhappy customers. Giving full details upfront helps both sides.

Strong quotes:

• Set clear limits on what is included.
• Avoid changes during the job.
• Protect you from extra unpaid work.
• Show the customer you run a smart business.

Poor vs strong job descriptions

Use clear words to explain each task in your quotation. Here’s how to improve your wording:

Poor description	Better description
“Website setup – $1,000”	“Set up 5-page WordPress website, including homepage, about, blog and contact form”
“Electrical work – $800”	“Install 4 power points and 2 light fittings in lounge and kitchen”
“Cleaning – $300”	“Full house clean (3-bedroom, 2-bath), includes kitchen, windows and vacuuming”

Better details lead to better outcomes. They also make your quote feel more professional.

When you include full and clear details, your quote becomes more than a price. It becomes a clear document that specifies what you will do, by when and for how much.

Help the client make a confident decision

A strong quote does more than list prices. It should guide your client through the offer and make it easy to say yes. Clear layout, smart structure and simple actions all help the customer decide with confidence.

How to structure your quote for clarity

Present your quote in a way that’s easy to follow. Avoid large blocks of text. Use space, bold text and headings to show key parts. This helps the recipient find what they need fast.

Include a short summary at the top:

• Project name or task.
• Total price.
• Timeframe for completion.
• Expiry date.
• Contact person.

Add value before price. Let your customer know what they gain by working with you.

Show benefits such as:

• Fast delivery.
• Local support.
• High-quality goods and services.
• Proven experience.

Then show the cost breakdown with each line item listed. End with a clear total amount including tax.

Make approval easy with digital tools

Digital tools help you close faster. Add simple call-to-action options like:

• Tick box to accept the quote
• “Approve & Sign” button
• Digital signature field

Always include an area to sign and date the quote document.

Make it simple to say yes. A clear, easy-to-accept quote helps you win more sales and grow faster.

Use the quote number for tracking and organisation

Every business quote needs a unique quote number. This number helps you stay organised, track progress and follow up with ease. Without it, it’s hard to find the right version or refer to a past quote in a clear way.

Why quote numbers matter

A clear quote number lets you:

• Track quotes sent to each customer.
• Match quotes with invoices or contracts.
• Keep clean records for admin or tax time.
• Manage version control if changes are made.
• Follow up faster with the right reference.

When your client has a question, you can find the right document straight away. This saves time and shows strong professionalism.

Quote numbers are also useful if you create a quote more than once for the same job. If the customer asks for updates or changes, you can send a new version with a clear number.

How to format your quote number

Use a simple and clear format like:

• QUOTE-2025-001
• Q-0425-BUILD
• BKQ-3003

You can include the year, job code or client ID. Just keep it short and consistent.

Set clear terms and conditions from the start

Your quote should always include clear terms and conditions. These protect both you and the customer. They also reduce the chance of confusion, delays or disputes. Clear terms set the rules for the job before work begins.

What to include in your terms and conditions

Your terms and conditions outline what each party agrees to. They show how you plan to deliver the goods and services, what you expect in return and how you’ll handle changes.

At a minimum, include:

• Payment methods you accept.
• When payment is due (e.g. 7 days, 30 days or half up-front).
• Delivery or completion timeframes.
• What happens if the customer cancels.
• What’s included and excluded from the quote.
• What’s needed from the customer to begin (e.g. access, materials, permits).
• A clause that explains the quote is subject to change if availability or costs shift.

Also include a disclaimer that your quote may change based on scope, timing or supplier price shifts. This helps protect you from sudden cost jumps or staff shortages.

Risks of vague terms

Leaving out key details can lead to major issues. The customer may expect more than you planned. You may miss out on being paid fairly or on time. If a dispute arises, vague terms of service make it harder to prove your case.

Use quotes as a strategic business tool

A business quote is more than just a price offer. It can also help you plan better, track growth and understand your customers. When used right, quotes give useful insights into how your business is performing.

What quotes can tell you

Your quote history shows patterns. You can use this data to plan future work, set targets and improve your offers. Look at:

• How many quotes turn into jobs.
• Which goods and services are the most popular.
• Your average quote value.
• How long it takes clients to accept.
• Common reasons for rejected quotes.

This helps you spot gaps, plan sales and refine your quote templates. It also helps you keep your pricing fair and based on real data.

Example: Sarah the Real Estate Pro

Sarah runs a property staging company. She noticed:

• Higher success when using value-based language.
• Better results when quotes were sent within 24 hours of contact.
• Repeat clients respond faster to short, itemised quotes.

Sarah now uses her quote data to plan staff hours, forecast income and manage stock. By treating quoting as part of her business plan, she saves time and boosts results.

Every business can do the same. Use your quotes to guide smarter business decisions, not just sales.

Create a quote faster with digital quoting

Writing a quote by hand or in a basic file takes time. You risk errors, missed details and lost documents. Digital tools speed things up and help you stay organised. They also let you reuse your best work and make changes with ease.

If you make the process quick and clear, your customer is more likely to say yes. Digital tools like eSignatures and online forms remove delays and help you close deals faster.

Why digital approval matters

Old methods like printing, signing and scanning take time. They also increase the risk of lost files or forgotten quotes. With digital quote documents, you reduce delays and keep things moving.

Benefits of digital approval:

• Faster turnaround.
• Less admin for you and your client.
• Easy access to approved quotes.
• Fewer errors or lost paperwork.
• Real-time alerts when a quote is signed.

You also improve your workflow by removing time-consuming administration steps. This helps you focus on the job, not the paperwork.

Use Business Kitz for faster sign-off

Business Kitz includes built-in digital signing. You can:

• Send quotes online.
• Get signed approvals fast.
• Store all signed documents securely.

This saves time and reduces back-and-forth. It also makes your quoting process feel smooth and professional. If you want to streamline how you send and approve quotes, Business Kitz has the tools to help.

Compare the different types of quotes for your business and streamline your quoting workflow

Not every quote works the same way. The best type depends on your job, your customer and how you charge for your time or materials. Knowing the different types of quotes helps you choose the right one for each job.

Common types of quotes

Each quote style suits a different task or industry. Some are simple. Others offer more flexibility or detail.

Here are the main types:

• Fixed quote: One set price for the full job. Best for work with a clear scope.
• Hourly rate: Charges based on time worked. Good for jobs where time can vary.
• Package pricing: Offers a set bundle of services or goods. Useful for deals or repeat work.
• Tiered pricing: Offers options at different price levels. Helps clients choose based on budget.

When to use each quote type

Choose a quote type that fits the job and makes your offer clear. The right choice helps avoid confusion and makes your quote easier to accept.

Quote type	When to use
Fixed quote	Scope is clear and won’t change. Use for builds or one-off tasks.
Hourly rate	Time may vary. Use for consulting, IT support, legal or creative work.
Package pricing	Jobs with repeat needs. Use for cleaning, events or training.
Tiered pricing	Offers choice. Use when upselling or offering basic vs premium work.

You can use Business Kitz to set up, upload and personalise templates for each quote type to streamline your sales process.

Know when to seek legal advice

Not every quote needs a lawyer, but some situations call for extra care. If a job involves a large contract, legal risk or strict rules, it’s smart to get legal advice. This helps protect you and your customer if something goes wrong later.

When to involve a legal expert

You don’t need legal input for every quote document, but certain jobs or industries carry higher risks. If you work in a regulated field or deal with big projects, extra checks are worth it.

Common scenarios include:

• High-value quotes with tight deadlines.
• Work in medical, finance or legal sectors.
• Jobs with third-party suppliers or long timelines.
• Projects with shared assets or data use.
• Disputes over past quotes or scope creep issues.

A lawyer can help check that your quote includes the right terms and conditions, limits your risk and meets applicable rules.

Frequently asked questions about business quotes

What is the difference between a quote and an estimate?

A quote is a fixed price offer. Once accepted, it becomes a legally binding agreement. An estimate is a rough guide. It gives a price that may change depending on time, scope or other variable factors. Use a quote when your costs are known. Use an estimate when the job is still unclear.

What should a quote in business include?

A quote in business should show the total cost of the job and all relevant information. It should clearly list each product or service, pricing, timeframes and payment terms. It should also include your business and contact details, expiry date, terms and conditions and a section to sign and accept.

What’s one tip for sending better quotes?

One simple tip is to send your quote within 24 hours of first contact. Fast responses show you are reliable. Use clear wording, highlight value and keep the layout easy to scan. Add a short call to action to help the customer approve it quickly.

How do I describe each product or service clearly?

List each product or service with a short description and price. Avoid vague terms. Say what the client gets, how much it costs and when it will be done. This helps set clear expectations and supports trust from the start.

Can quoting software help my business?

Yes. Quoting software can speed up the process and reduce mistakes.

Does a quote act as a proposal?

Yes. A quote often works like a proposal. It shows the offer, cost and terms. If the customer accepts it, the quote can become part of the contract. A strong quote makes your offer clear and easy to approve.

What does a good quote usually include?

A strong quote will usually include:

• Business name and contact info.
• A quote number and expiry date.
• Clear item descriptions and pricing.
• GST and total cost.
• Timeframes and payment terms.
• Terms and conditions.
• A place to sign and approve.

This helps avoid confusion and builds trust with the client.

Your next quote could win the deal

A strong quote sets the tone for your work. It shows value, builds trust and helps your customer make a clear choice. When your quote is clear, detailed and easy to approve, you’re more likely to win the job.

Every business owner needs a quoting process that works. With Business Kitz, you can create a quote in minutes using smart tools and ready-made templates. You get clear layouts and built-in signing features—all in one place.

Start creating better quotes today with Business Kitz. Sign up for free!

 

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