What every quote should include
- Your business name, ABN and contact details
- The customer’s name and, for businesses, their company
- A quote number and the date it was issued
- How long the price is valid for
- A clear description of the work or products, line by line
- Quantities, unit prices and line totals
- Whether prices include GST, and the GST amount
- Payment terms, such as deposit and due dates
- What is not included
- How to accept
Describe outcomes, not just items
“Supply and install 12 LED downlights” is accurate. “Replace the 12 halogen downlights in the kitchen and living area with LED fittings, including removal of the old fittings” is clearer, and answers the questions a customer would otherwise have to ask.
Offer options where it makes sense
Two or three options, such as essential, recommended and premium, let customers choose rather than decide yes or no. Keep the differences clear and the number of options small.
Be clear about GST
If you are registered for GST, say whether your prices include it. When quoting consumers, show the total price they will pay. Our GST guide covers the details.
Send it quickly, then follow up
A quote sent the same day as the site visit feels organised. A quote sent a week later feels like an afterthought. Once it’s out, put a follow-up date in the diary; see following up on a quote.
A quote layout that works
| Section | What goes in it |
|---|---|
| Header | Your logo, business name, ABN, contact details, quote number, date and expiry. |
| Customer | Name, business, site address if different. |
| Summary | Two or three sentences on what you will do and the outcome. |
| Line items | Each item with description, quantity, unit price and total. |
| Totals | Subtotal, GST and total, clearly labelled. |
| Terms | Deposit, payment due dates, what’s excluded, how variations are priced. |
| Acceptance | How to say yes and what happens next. |
Common quoting mistakes
- Vague descriptions. “Labour: 8 hours” invites the question “doing what?”.
- Forgetting exclusions. If you are not removing rubbish or patching walls, say so.
- Unclear GST. Customers comparing quotes may compare your ex-GST price with someone else’s GST-inclusive one.
- No expiry date. Old quotes accepted months later can lock you into prices that no longer cover costs.
- No next step. End with exactly how to accept and when you can start.
Handling variations
Jobs change. Agree upfront how changes will be priced, for example at your standard hourly rate plus materials, and confirm any variation in writing before you do the work. A short revised quote or written variation avoids most end-of-job disputes. Keep every version so you can show what was agreed and when.
Presenting the quote
Where possible, walk the customer through a large quote on a call rather than sending it cold. You can explain the options, answer questions straight away and hear concerns before they turn into a silent “no”.
An example quote summary
We will replace the existing switchboard at your Carindale office with a new board including safety switches on all circuits, test and tag existing appliances, and provide a certificate of compliance on completion. Work will be done after 5pm over two evenings to avoid disrupting your staff.
Three sentences tell the customer what they get, how it affects them and what proof they will receive. The line items below then show the detail.
Keep quotes consistent
Quoting from a price list rather than retyping each time cuts errors and keeps margins consistent. If staff can offer discounts, agree the limits; see discounts and approvals.
In NovaSoft One, quotes are built from your product and service catalogue, totals and tax are calculated for you, and the accepted version is kept on the customer’s record. Quotes are included on the Free plan.
Common questions
How long should a quote be valid?
Thirty days is common. Use a shorter period if your material or labour costs change quickly.
Is a quote legally binding?
Once accepted, a quote can form part of a contract. If you need certainty about terms, get advice on your standard terms and conditions.
This guide is general information for Australian businesses, not legal, tax or financial advice. Check anything specific to your situation with a qualified adviser or the relevant government agency.