How to write a quote that wins the job (and what to include)

A good quote does two jobs at once: it gives the buyer everything they need to say yes, and it protects you from the disputes that eat margin. Get the structure right and most of the work is done. Here's how to write one—and what to include.

What every quote needs

Whatever you sell, a professional quote has the same backbone:

1. Your business details — name, logo, ABN/GST or company number, and how to reach you.
2. A quote number and dates — a unique reference, the issue date, and a valid-until date.
3. The customer's details — name, company, and billing information.
4. Line items — description, quantity, unit price, and line total for each thing you're selling.
5. Totals — subtotal, tax (GST/VAT/sales tax) as its own line, and a bold grand total.
6. Terms — payment terms, deposit, accepted methods, and lead time.
7. Scope — what's included, what's excluded, and any assumptions.
8. Acceptance — a signature block or a one-click approve link.

That's the whole checklist. If you want it pre-built for your use case, start from a free quote template—there are versions for B2B sales, wholesale, equipment, services, and more.

Step by step

1. Confirm the scope before you price it

The most expensive quoting mistakes happen before a number is written. Pin down what the customer actually wants—quantities, specifications, timing—so the price you commit to matches the work you'll do. If scope is still moving, send an estimate instead of a quote and say so.

2. Build clear line items

Break the job into lines the buyer can understand. One vague "project fee" invites haggling; itemised lines build trust and make it obvious what they're paying for. Show discounts as their own line—buyers value a discount they can see.

3. Make the total unmissable

Show the subtotal, tax as a separate line, and a grand total the buyer can't misread. In New Zealand, GST is 15%; confirm the right rate and any tax-invoice requirements for your region so the number they approve is the number they pay.

4. State terms and scope

Payment terms, deposit, and lead time up front prevent awkward conversations later. So does a short scope statement with exclusions—what's out protects you more than what's in.

5. Put a real expiry on it

A valid-until date is the most honest urgency you have. It also protects you if input costs move: once it lapses, you're free to re-price.

6. Make it easy to accept

The faster a buyer can say yes, the more often they do. A one-click approve link beats "reply to confirm" every time—and it timestamps the acceptance.

Common mistakes to avoid

• Sending it slow. A quote that arrives days later competes with whatever the buyer found in the meantime. Speed is a feature.
• Vague scope. "Supply and install as discussed" is a dispute waiting to happen.
• Hiding tax or freight. Surprise costs at the total are the top reason quotes bounce.
• No expiry. An open-ended price is one you can be held to forever.
• Off-policy discounts. Give reps clear guardrails so a rushed quote doesn't give away margin.

Speed is the differentiator

You can have the cleanest template in the world and still lose if the quote takes three days to leave your desk. The businesses that win quote while the buyer is still warm.

That's what QuoteMate is built for: describe the deal in plain English, and it matches your catalog, applies your pricing and approval rules, and returns an accurate, on-brand quote the same day. Start from a template to see the structure, or book a demo to send the real thing in seconds.