You've had a potential customer on the line, had a good conversation, and now there's just one thing between you and that job: the quote. For many freelancers, that's the moment doubt sets in. Am I asking too much? Or too little? Am I explaining enough? And why do I sometimes never hear anything again afterwards?
A quote is not a formality. It's your first real business card, your price negotiation and your legal basis all in one. Here are seven tips for writing one that actually gets approved.
1. Respond quickly, very quickly
The first supplier to put a quote on the table often wins, because the customer feels heard. Try to send a quote within 24 hours, or at least send a message saying it's on its way. With a tool like NumNum, you can duplicate older quotes and adapt them in a few minutes.
2. Write in your customer's language
Avoid jargon. A customer who wants "a new bathroom" would rather read "we fit the shower, the vanity unit and the tiles" than "execution of sanitary rough-in in accordance with the STS standard". Be specific, use short sentences and describe what you're actually going to do.
3. Break down your price
One big amount scares people off. A broken-down quote with materials, labour and any extras invites a conversation instead of a rejection. On top of that, customers see exactly what they're paying for, which builds trust.
4. State a validity period
Material prices fluctuate. By making your quote valid for 30 days, you protect yourself and create a gentle deadline for the customer. "This quote is valid until 15 June" works better than waiting endlessly.
5. Make clear what is not included
Many disputes afterwards arise because expectations don't match. State explicitly what is not included: removal of rubble, parking costs, utility connections. Honesty is the best policy and prevents extra work without an invoice.
6. Follow up (without pushing)
Heard nothing after a week? Send a friendly reminder. Tools that show when a quote has been opened are worth their weight in gold here: you know whether the customer is still hesitating or has simply forgotten the email.
7. Turn a yes into a signature
"I agree" via WhatsApp is nice, but it's not legally watertight proof. Have customers sign your quote digitally or ask them to confirm by email. That way you avoid disputes afterwards.
Your next quote in NumNum
In NumNum, you duplicate a previous quote and change what's different. You see when your customer opens it, they sign online, and once it's accepted you turn it into an invoice in one click, with the advance already deducted. Try it free with your next quote or see how quotes work.
FAQ
Is a quote binding? Yes, as soon as the customer signs it or confirms it in writing, a quote is legally binding for both parties.
Can I mention VAT on a quote? For B2B customers, the price is usually stated excluding VAT, with VAT shown separately. For private customers, you always work including VAT.
How long should I keep a quote valid? That's up to you, but 14 to 30 days is common.