Key points
- Quote while you are still on site, or say when the quote will arrive and keep to it.
- Put your business name, ABN, the client, the job, line items, GST and a total on every quote.
- Itemise materials, labour and extras so the client can see what they are paying for.
- Say what is not included, how long the price holds and what deposit you need.
- Follow up a few days later. A quiet quote is often a “not yet”, not a “no”.
Quote while you are still on site
Speed counts. When a client asks three trades for a price, the first clear quote sets the benchmark the others are measured against. On site you also have the measurements, the access and the client in front of you, so questions get answered on the spot instead of by phone a week later.
If the job needs more thought, tell the client when the quote will arrive, then send it by then. A quote that turns up when you said it would is the first proof that you turn up when you say you will.
What every quote needs
- Your business name, ABN and contact details, and your logo if you have one.
- Your licence number if your work needs a licence. Clients often check it, and some state rules require it on contracts and advertising.
- The client’s name and the job address.
- A quote number and the date, so you can track versions and find it later.
- A short description of the work, then line items with quantities and prices.
- GST shown separately, and the total.
- What is not included, how long the price is valid, the deposit and the payment terms.
- How to accept.
None of this needs to be long. A one-page quote with all of it beats three pages that leave the client guessing.
Itemise the job
A single lump sum invites haggling, because the client cannot see what the money buys. Break the job into lines: materials, labour, call-out, disposal, hire. When the budget is tight, a line can come off without discounting the whole job, and the client can see why one quote is higher than another.
| Item | Qty | Unit price | Amount |
|---|---|---|---|
| LED downlight, 10 W dimmable | 6 | A$38.00 | A$228.00 |
| Labour, licensed electrician | 2 h | A$95.00 | A$190.00 |
| Call-out and disposal of old fittings | 1 | A$60.00 | A$60.00 |
| Subtotal | A$478.00 | ||
| GST (10%) | A$47.80 | ||
| Total including GST | A$525.80 | ||
Be clear about labour. If you price by the hour, say how many hours you expect and what happens if the job runs longer.
Get GST right
If your business is registered for GST, show whether your prices include GST and show the GST amount. “A$478.00 plus GST” and “A$525.80 including GST” describe the same job, but mixing the two styles in one quote is an easy way to under-charge. If you are not registered for GST, do not add GST to your prices.
A quote is not a tax invoice, but the invoice that follows it may need to be one. Our guide to tax invoice requirements sets out what the ATO asks for.
Spell out the scope
Most disputes start with a gap between what the client thought was included and what you priced. Close it in writing:
- Included: in plain words, for example “remove six halogen downlights, supply and fit six LED downlights, test and clean up”.
- Not included: patching, painting, council fees, rubbish removal, anything hidden in the wall.
- Assumptions: clear access, power on site, existing wiring in working order.
- Changes: how extra work is priced, for example “quoted and agreed before it starts”.
Set a validity period
Material prices move, and so does your calendar. Say how long the price holds, for example 30 days. That is your choice, not a legal rule, but it gives you a clean reason to re-price an old quote instead of honouring a number you can no longer meet.
Deposits and payment terms
Say what you need before you start and when the rest is due. A deposit covers materials, shows the client is committed and shrinks what is left to chase at the end. For longer jobs, set progress payments at clear stages.
If you do residential building work, check your state’s rules before you set a deposit. In NSW, for example, the NSW Government says work over A$5,000 including GST needs a written contract, and the maximum deposit is 10 percent. Other states set their own rules.
Make it easy to say yes
End the quote with the next step: “Reply to this email or call me to book in”, the deposit and when you can start. The fewer steps between “this looks good” and “you’re booked”, the more quotes turn into work.
Send a PDF rather than a number in a text message. It looks finished, it can be forwarded to whoever pays the bills, and it is still there next week.
Follow up
A quote that goes quiet is often a “not yet” rather than a “no”. A short call or message three or four days later, asking whether they have any questions, can tip the decision your way. Put the follow-up in your calendar on the day you send the quote, so it does not depend on remembering.
From quote to invoice
When the client says yes, the quote already holds the client, the job and the prices. Turning it into the invoice, rather than starting again, saves the typing and keeps the two documents matching.
This guide is general information, not legal advice. Rules differ between states and trades, so check the ones that apply to your work. See our disclaimer.