A great quote does three things: it communicates your professionalism, justifies your price, and makes it easy for the client to say yes. Most tradie quotes fail on all three.
Here's how to write quotes that win work — at the right price.
Why Most Tradie Quotes Lose
The most common quoting mistakes:
- Sent too slowly — 5 days after the site visit, the client has already hired someone else
- Too vague — "supply and install new bathroom" tells the client nothing
- No inclusions/exclusions — leads to disputes later
- Looks unprofessional — a Word document or handwritten note signals low quality
- No follow-up — the quote disappears into the void
Fix these and you'll win more jobs at better prices.
The Anatomy of a Winning Quote
1. Header
- Your business name, logo, contact details
- Your GST registration number (required on tax invoices over $50)
- Quote number and date
- Client name and address
- Job address (if different)
2. Scope of Work — Be Specific
Bad: "Replace hot water cylinder"
Good: "Supply and install 1x Rheem 250L electric hot water cylinder, connect to existing pipework, dispose of old cylinder, test and commission. Includes all fittings and labour."
Specificity builds confidence. Vague quotes make clients nervous.
3. What's Included
List every significant item: - Specific materials with brands/specs - Labour (number of days or hours, or just confirm it's included) - Any allowances for things not yet confirmed
4. What's Excluded (Just as Important)
Clearly list what's NOT in the quote: - "Excludes council consents (estimate $500–$800 if required)" - "Excludes any structural timber found to be damaged or rotten" - "Excludes painting and decorating" - "Excludes disposal of existing..."
Exclusions protect you from scope creep and disputes. Clients appreciate the transparency.
5. Pricing — Clear and Transparent
Options: - Lump sum — one total price (most common) - Itemised — broken down by labour, materials, etc. (useful for larger jobs) - Day rate + materials — good for unknown-scope work
Always show: - Amount ex-GST - GST (15%) - Total inc GST
Use the Job Cost Calculator to ensure your price covers all costs and your margin.
6. Payment Terms
State clearly: - Deposit required? (10–30% is standard for larger jobs) - Progress payments? (for multi-week projects) - Final payment timing (e.g. "balance due on practical completion") - Payment method (bank transfer preferred — include your account number) - Late payment: "Invoices unpaid after 14 days attract 2.5% monthly interest"
7. Validity Period
"This quote is valid for 30 days from the date above. After this date, please contact us as material costs may have changed."
This protects you from being held to old prices.
8. Acceptance Method
Make it easy to say yes: - "To accept this quote, please reply to this email with 'Accepted' or sign and return" - For larger jobs: a formal contract is worth it (NZIA or NZBC standard forms exist)
Quote Presentation Tips
Send it fast. Same day or next morning after the site visit. Speed signals professionalism and often wins jobs before competitors quote.
Use proper software. Quotes from Fergus, Tradify, or Xero look professional, are easy to produce on your phone, and allow the client to accept online.
Follow up. After 3–5 business days: "Hi [name], just checking in on our quote for [job]. Any questions?" Most tradies never follow up. This alone wins extra work.
Don't compete on price alone. If you're getting beaten on price constantly, look at your presentation and communication — not your price. Clients pay more for tradies they trust.
A Simple Quote Structure
QUOTE — [Your Business Name]
Date: [date] | Quote #: [number]
Prepared for: [client name]
Job address: [address]
SCOPE OF WORK
[Detailed description]
INCLUSIONS
- [Item 1]
- [Item 2]
EXCLUSIONS
- [Item 1]
- [Item 2]
PRICING
Labour: $[amount]
Materials: $[amount]
Other: $[amount]
----------
Subtotal (ex GST): $[subtotal]
GST (15%): $[gst]
TOTAL: $[total]
PAYMENT TERMS
[Deposit/payment schedule]
VALIDITY: This quote is valid for 30 days.
To accept: Reply to this email with "Accepted" or call [phone].
Tools That Make Quoting Faster
- Fergus — quote from the site on your phone, accept online, convert to invoice with one tap
- Tradify — simple quoting, great mobile experience, instant professional PDFs
- Buildxact — detailed estimating for builders with plan takeoff tools
- Xero — basic quoting built in, integrates with Fergus/Tradify for full workflow
About NZ Tradie Tools: Free calculators and practical business guides for New Zealand tradies.