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If you’ve never constructed a quote before or you want to improve the way you create your quotes then this is the guide for you.
In this article, you will find out:
Before you even think about what to put on your quote and how to format it, you first need to decide what platform you’re going to use to build it.
One option is to use a free quote template. You can find one of these by searching online, or via a website like quotationtemplates.net.
This can be helpful for getting you started but these don’t offer the same flexibility and control as some of the other options. These free templates often also require you to sign up for an account which can get you tied into the same system.
Instead (if you don’t want to use paid software), we’d recommend using Canva or Google Docs/Sheets.
Here are some great free options that are easy to use while offering flexibility and customisability.
Google Docs is a great option for designing your quotes as it is a free easy-to-use platform that most people are already familiar with.
To use a quote template in Google Docs:
This will open the quote template in Google Sheets.
Within this, you can customise various aspects of the document including the font and text colour. You can also add and remove rows from the item table.
You can input all your job information and prices and download the finished quote by going to “File” > “Download”.
If you’re really confident with sheets you can even build your own quote template and just change the information for each new customer.
Sheets works in a very similar way to Google Docs, but the added benefit of Sheets is that all the numbers automatically update as you adjust them.
To use a quote template in Google Sheets:
You can then edit and rename the invoice template to a quote.
If you’re not familiar with Canva, it is a design platform that allows users to create different types of visual content using images, icons and templates. It’s a great resource with lots of capabilities but is also a good tool for building quotes.
Firstly you’ll need to create an account with Canva. If you’ve got a Google account, you can sign up with that.
To find a template
We suggest searching for invoice templates as there is far more choice with this option.
Once you’ve opened the template you can simply change the text to say quote rather than invoice, as the layout is the same.
With the template open you have the capability to change many aspects of the quote, including colours, text style, images and much more. You can even upload your images and logo.
Once you’re happy you can download your quote and use the template as many times as you like.
If these options aren’t quite right for you then you can also download quote templates from quotationtemplates.net.
They have a bank of many different templates that you can download and open using docs, sheets, word or other word processing software.
If you’re prepared to invest a bit of money in your business and want to create quotes that deliver that premium quality, then using paid quoting software is a smart idea.
With a solution like Payaca, you can create market-leading quotes very quickly by building out the quote using saved items.
Unlike the free alternatives, within Payaca you can create interactive quotes. These allow your customers to choose from multiple options or you could include optional extras. This allows you to make more from every quote and creates a better experience for the customer.
What’s more, whereas your free option starts and ends with a simple quote, Payaca offers features designed to manage your whole business and track your customer journeys.
There are so many great features included, you need to check it out for yourself.
Give the Payaca free trial a go. No bank details are taken, so you can try out all the quoting features for free and compare them with the free alternatives.
When creating a quote there is no law requiring you to structure it in a certain way. However, there are a few essentials you should aim to include.
The quote needs to be clearly labelled and addressed to the client. This provides proof that it is a customised document and makes it clear who it’s for.
This is also important for building trust and establishing your professional reputation.
You should also include your own business details including your company name, number and contact details. This makes it easy for the customer to reply if they need to contact you.
This allows you to track each quote you make and easily keep a record of what you’ve sent. If you use quoting software this will automatically be generated for you, but if you’re doing it yourself you’ll need to create one.
Numbers should be linear, ascending one after the other for each new quote you create.
This provides a record of when the quote was created and is used with your terms and conditions to create a 'valid for' period.
This will make up the main body of your quote. It should be laid out by line, with everything you’re offering broken down logically and prices included alongside.
It is down to your preference how far you want to break your work down. You may wish to include a detailed breakdown with individual products and services all laid out and priced.
However, this isn’t always the best option. Remember the quote should be part of the sales process this means presenting your products or services in the most favourable way possible.
For example, if you’re fixing a boiler, sell the customer a warm home.
If you can, using images in your quotes can be a very powerful tool that will make your quotes far more engaging. You can do this very easily in Payaca.
For more tips on how to manage your sales tactics, check out how to price a job.
It’s important to include terms and conditions to protect yourself and the client. Especially in large and high-value jobs, you need to be sure of the commitment from the customer and need protection in case something goes wrong.
Within your terms, you should include information such as the payment terms, use of deposits and any other expectations that apply to the job.
Our article on how to price a job provides some useful information on what to include.
The expiry date along with your terms and conditions is very important for protecting yourself from making a loss.
With the rate of change in material costs, access to resources and other factors that make the market extremely changeable, it’s important to have an expiry date that ensures your quoted prices remains accurate.
You may wish to include some additional information about the project. Any extra detail can help to win the customer over, so it’s worth providing that bit more.
Most quotes also include other details such as a signature.
Your quote should be laid out in a logical and clear way that makes it easy for the customer to understand the information presented to them.
This means having the prices and line items in the middle of the page, taking the full focus. The signature and terms and conditions then come below at the bottom of the quote, with the terms often appearing on the next page.
You can see an example quote labelled below.
Once your quote has been designed and is ready to go you are now ready to send it to the customer.
You can do this by emailing it out as a pdf attachment from your company account. We suggest keeping the email very brief so that the focus is on the quote, rather than overloading the customer with additional information in the email.
If you use quoting software, you can send these quotes out automatically.
Rather than just sending a pdf, the customer can open an interactive document that allows them to choose from different items, with prices that update automatically.
It’s important to remember that a quote is not just a pricing mechanism. When you provide a customer with a quote you are still competing for the job. This means your quote is a vital part of the sales process. Taking this attitude and going the extra mile to deliver a quality quote will help you to win more work.
That’s why we’d recommend using quality quoting software. Businesses that use Payaca create quotes that stand out and convert at a higher rate. Payaca users typically receive positive feedback from their customers.
If you want to win more work and wow your customers, check out Payaca CRM software and make the assessment for yourself.
We offer a free trial of all our features, no credit card required. Setting up takes just 30 seconds.
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