"Can you give me a quote?" is one of the most common things a tradesperson hears. But what you send back, and what you call it, shapes what the customer expects to pay.
The short answer
- A quote is a fixed price for a clearly described job. If nothing changes, that's what the customer pays.
- An estimate is your best informed guess. The final price may be higher or lower.
Customers often remember the number and forget the word on the top. That's why it pays to be clear about which one you're giving, and to explain it in plain words on the document itself.
When to give a quote
Give a quote when you can see the whole job and price it with confidence:
- replacing a kitchen tap or a radiator;
- painting a room in good condition;
- laying a measured patio;
- assembling flat-pack furniture.
A fixed price is attractive to customers, and it rewards you for working efficiently.
When to give an estimate
Give an estimate when you genuinely can't know the full job until you start:
- finding and fixing a leak behind a wall;
- tracing an electrical fault;
- roof repairs where the timbers are hidden;
- renovations in old properties.
Say why it's an estimate and what could change it, for example "Estimate based on 4 to 6 hours. Final price depends on the condition of the pipework once exposed."
The middle ground: quotes with provisional sums
For bigger jobs, many trades give a quote for everything they can see, plus a provisional sum for anything they can't. A provisional sum is a set allowance, such as £500 for possible timber repairs, that's adjusted to the real cost later. It gives the customer a firm price for most of the job and an honest figure for the unknowns.
What every quote should include
- A clear description of the work, in the order you'll do it.
- Itemised prices, with labour and materials on separate lines.
- What's not included, such as making good, decorating, waste removal or permits.
- Your assumptions, for example "assumes existing wiring is in good condition".
- VAT, if you're registered. Show the total including VAT so there are no surprises.
- A validity date. Thirty days is common.
- Payment terms, including deposits and stage payments.
- How extra work will be handled: agreed and priced before you do it.
Our quote generator covers all of these and adds a signature box so the customer can accept in writing.
Handling extra work
Extra work is where disputes start. If something unexpected comes up, stop and talk to the customer before you carry on. Explain what you've found, give a price, and get their agreement, ideally in writing or by text. Then put it on the invoice as a separate line, such as "Additional work: replace rotten joist (agreed 14 June)".
From quote to invoice
Once the job is done, your invoice should match the quote, plus any agreed extras. With TradeDocsNow, tap Turn this quote into an invoice after downloading a quote. The client and line items are copied across, so you only need to check and send.
Ready to make one? Free, no sign-up, and your details stay on your device.
Frequently asked questions
Is a quote legally binding?
A quote the customer accepts can form an agreement. For large or complicated jobs, consider a proper written contract. This guide isn't legal advice.
Can I change a quote after the customer accepts?
Only by agreement. If the job changes, agree the new price with the customer before going ahead.
Should I charge for quotes?
Most trades quote for free for standard work. Some charge for detailed surveys on big jobs and deduct the fee if the customer goes ahead.
This guide is general information, not tax or legal advice. Rules change, so check GOV.UK for the latest position.