By Rob
A good quote wins work because it is fast, clear and easy to trust. For a new prospect, your quote is often the first real piece of your business they hold in their hands. Before they have seen your work, they judge you on how quickly it arrived, how easy it is to understand, and whether it looks like it came from someone organised.
The good news is that none of this depends on your industry. Whether you clean houses, build decks, coach executives or design websites, the same habits separate a quote that gets a "yes" from one that gets ignored. Here are twelve of them.
First, know whether you're giving a quote or an estimate
In New Zealand, a quote is a fixed price and an estimate is your best guess, so say clearly which one you are giving. The two words are often used loosely, but your customer's rights are different for each.
| Topic | Quote | Estimate |
|---|---|---|
| What it is | An offer to do the job for a set price | Your best calculation of what the job is likely to cost |
| Once accepted | A contract: you do the work for that price | Not a firm offer: the final price can move |
| Charging more | Only if the customer agrees to extra work or a variation | Should stay close to the estimate. Consumer Protection says generally within 10–15% |
If you can price the job confidently, give a quote. If you can't see everything yet (what's behind a wall, how many revisions a design will take), give an estimate or a quote with clearly stated assumptions, and say which it is in the title of the document.
Two more things worth knowing: if you charge for preparing a quote, you must tell the customer before you do it. And misleading quotes or estimates can fall foul of the Fair Trading Act. This is general information, not legal advice. Sources: Consumer Protection, Community Law.
12 habits of a quote that wins work
1. Send it while they're still keen
Speed is the habit that matters most, because a prospect who asks for a quote is ready to decide now. Every day you wait, they cool off or say yes to someone else. Aim to send it the same day, or the next working day at the latest. If you need longer, tell them when to expect it.
2. Understand the job before you price it
A quote built on a guess at what the customer wants leads to arguments later. Ask the questions that change the price: size, quantity, access, deadlines, materials, and what "done" looks like to them. A short call or site visit often saves a lot of back-and-forth.
3. Itemise it clearly
Break the price into lines the customer can follow, such as labour, materials and any other costs. Show hours and rates where they apply. One lump sum invites suspicion, but forty lines of detail invites nitpicking. Group the work into a handful of clear lines.
4. Be upfront about GST
State clearly whether your prices include GST, and show the GST amount separately if you're registered. If a quote doesn't mention GST, the customer can assume it's included, and you can't add it on later (Community Law).
5. Spell out what's included, and what isn't
The biggest source of disputes is a gap between what you meant and what they assumed. List what the price covers, then what it doesn't. Also note any assumptions you've priced on, like "assumes clear access to the site" or "includes two rounds of revisions".
6. Say how long the price is valid for
Costs change. Give the quote an expiry date, commonly 14 or 30 days, so you aren't held to an old price months later. It also gives the customer a gentle reason to decide.
7. Give a realistic timeline
Tell them when you can start and roughly how long the work will take. If the start depends on them (a deposit, a decision, access), say so.
8. Make the payment terms clear
Say how and when you want to be paid. Cover whether there's a deposit, when the balance is due, which payment methods you accept, and your bank details. A customer doesn't have to pay a deposit just because they accepted your quote, so if you want one, put it in the quote.
9. Explain how changes are handled
Jobs change. Write down that any extra work or changes to the scope will be agreed and priced before you do them. This protects you both, and turns "while you're here, could you also…" into a simple yes and a new line on the invoice.
10. Make it look professional
A clean, consistent layout with your logo, business details and a quote number says you run a tidy operation, and the customer reads that as a sign the work will be done the same way. Send a proper PDF, not a photo of a handwritten note or a screenshot of a spreadsheet. Check the customer's name and details are spelled correctly.
11. Make it easy to say yes
Tell the customer exactly how to accept: reply to the email, sign and return it, or click a button. Put that instruction near the total, where their eyes already are. Don't make them hunt for the next step.
12. Follow up
Most unanswered quotes aren't a "no", just a busy person. A short, friendly follow-up a few days later is part of good service, for example: "Just checking you got the quote, and happy to answer any questions." Note the date you sent it so you know when to check in.
Quick checklist before you hit send
- It says whether it's a quote or an estimate
- Customer's name, contact details and job address are correct
- The work is described in plain words the customer will recognise
- Prices are itemised, with hours and rates where they apply
- GST is clearly included or shown separately
- What's included, what's excluded and any assumptions are listed
- There's an expiry date
- There's a start date and a rough timeline
- Deposit, due date and payment details are clear
- It says how changes or extra work will be handled
- Your logo, business details and a quote number are on it
- It tells the customer exactly how to accept
- You've noted when to follow up
Make good quotes a habit, not a chore
The best quote is the one that goes out quickly and leaves the customer with no unanswered questions. Most of these habits don't take more time once they're built into the way you quote. Your inclusions, payment terms and validity period can be the same every time.
That's what NZInvoicer is built for. Say or type the job and it drafts an itemised quote with GST worked out, using your saved prices, customer details and branding. When the customer says yes, it turns into an invoice in one click. If quoting is the job you keep putting off, try NZInvoicer free for 14 days, no card needed.
Sources
- Quotes and estimates, Consumer Protection (MBIE)
- Quotes and estimates, Community Law Manual