Quote vs estimate, and how to write a quote that wins the job

Customers use “quote” and “estimate” as if they mean the same thing. They don’t, and mixing them up is a common cause of arguments at the end of a job.

The difference

• A quote is a fixed price. If the customer accepts it, that’s the price for the work described, unless the job changes.
• An estimate is your best guess. It tells the customer roughly what it might cost, and the final bill can be higher or lower.

If you call something a quote, expect to be held to it. If you can’t know the price until you start (a leak behind a wall, an old boiler you haven’t opened up), give an estimate and say so in writing.

When to use which

Use a quote when you can see the whole job: fitting a new kitchen tap, a garden clearance, a regular clean, a service.

Use an estimate when there are unknowns: finding a fault, repair work you can’t see yet, or anything where the customer might change their mind halfway.

A good middle way is a quote with clear limits: “Price covers X. If we find Y, I’ll tell you the cost before doing it.”

What to put in a quote

1. Your business name and contact details.
2. The customer’s name and the job address.
3. A clear list of the work, split into lines: labour, parts, materials.
4. The price for each line and the total, and whether VAT is included, if you’re registered.
5. What’s not included. Skips, making good, decorating, parking costs.
6. How long the price is valid for. 30 days is common, because material prices move.
7. Your payment terms. Deposit, stage payments, or payment on completion.
8. A way to say yes. A signature, a reply, or an accept button.

Tips that win more jobs

• Send it the same day. The first quote that arrives often wins.
• Offer options. “Good, better, best” lets a customer choose without going elsewhere.
• Follow up. Many customers mean to say yes and just forget. A short nudge after a few days works.
• Keep your prices in a list. You quote faster and your prices stay consistent.

What I do

I quote from my phone before I’ve left the customer’s drive. My parts and prices are saved in Vixir’s catalogue with my mark-up already on, the customer gets a link to read the quote and tap Accept, and if they go quiet Vixir sends a follow-up for me. When they accept, the quote turns into the job and later the invoice, so I never type the same thing twice.

This guide is general information. If a job goes wrong, your agreement with the customer and consumer law decide what’s owed; Citizens Advice explains your customer’s rights.