How to Quote for a Job: A Guide for Tradespeople

17 February 2026

Getting your quotes right is one of the most important skills in any trade. Quote too high and you lose the job. Quote too low and you end up working for nothing. This guide covers how to put together a professional quote that wins work, protects your margin, and sets clear expectations with the customer.

Quote vs. Estimate: Know the Difference

A quote is a fixed price for a defined scope of work. Once the customer accepts it, you are generally committed to that price unless the scope changes. An estimate is a rough indication of what the job might cost, with the understanding that the final figure could vary.

For most trade jobs — fitting a kitchen, rewiring a house, tiling a bathroom — a quote is what customers expect. They want to know exactly what they will pay before the work begins. Estimates are more appropriate when the full scope is unclear, for example when you need to open up a wall before you can tell what is behind it.

Be clear about which one you are providing. Writing "Quote" or "Estimate" at the top of the document removes any ambiguity. If you are giving an estimate, include a line explaining that the final cost may differ and that you will confirm before proceeding with anything outside the original scope.

What to Include in Your Quote

A professional quote should include the following:

• Your business details — name, address, phone number, email, and VAT number if registered
• Customer details — name, address, and site address if different
• Date and a unique quote or reference number
• Itemised breakdown — list each part of the job separately with its cost. For example, "Supply and fit bathroom suite — €2,400" and "Tiling — €1,200" rather than just "Bathroom renovation — €3,600"
• Total price — clearly showing net amount, VAT (if applicable), and gross total
• Validity period — how long the quote is valid (30 days is standard). Material prices change, and you do not want to be held to a price from six months ago
• Payment terms — when payment is due (on completion, within 14 days, stage payments, etc.)
• Deposit required — if applicable, the amount or percentage due before work begins
• Exclusions — anything not included. This protects you from scope creep. For example, "This quote does not include removal of existing kitchen units" or "Making good of plastering not included"
• Estimated timeline — when you can start and how long the job will take

An itemised breakdown does more than look professional. It shows the customer exactly what they are paying for, makes it easier to adjust the scope if the budget is tight, and protects you if there is a dispute about what was agreed.

How to Price Your Work

There are two common approaches to pricing:

Cost-plus pricing means calculating your costs (materials, labour, overheads) and adding a margin on top. This is the most reliable way to make sure you cover your expenses and earn a profit. Start by calculating:

• Material costs (with a small buffer for waste)
• Labour — your day rate multiplied by the number of days the job will take
• Overheads — van costs, insurance, tools, fuel, accounting fees, phone, and any other business expenses. Divide your annual overheads by the number of billable days to get a daily overhead cost
• Profit margin — typically 10-20% on top of costs

Market-rate pricing means charging what the market will bear in your area for that type of work. This works well for standard jobs where customers shop around — a boiler installation, a consumer unit upgrade, or a standard bathroom fit-out. Research what other tradespeople in your area are charging and position yourself accordingly.

In practice, most tradespeople use a combination. You check your costs to make sure the job is profitable, then adjust based on what the market will accept. If your costs come in at €3,000 and the market rate for that job is €3,500, you are in good shape. If your costs come in at €3,000 and the going rate is €2,500, you need to find efficiencies or walk away.

One mistake to avoid is underpricing to win work. Winning a job at a loss does not help your business. It is better to lose a job than to do it for nothing.

Should You Ask for a Deposit?

Yes, in most cases. A deposit serves several purposes: it confirms the customer is serious, it covers your upfront material costs, and it reduces your financial exposure if something goes wrong.

A deposit of 30-50% is standard for most trade jobs. For larger projects, consider stage payments — for example, 30% upfront, 40% at a midpoint milestone, and 30% on completion. This keeps cash flowing throughout the job and limits how much either party is exposed at any point.

At minimum, your deposit should cover the cost of materials you need to purchase for the job. If you are buying a €1,500 bathroom suite for a customer, you should not be paying for that out of your own pocket.

Tools like Workcanon let you set a deposit percentage or fixed amount on each quote, so when the customer views it online they can see exactly what's due upfront.

Presenting the Quote

How you present your quote matters almost as much as the price itself. A few practical tips:

• Send it promptly. After visiting the site, aim to have the quote in the customer's hands within 24-48 hours. The longer you wait, the more likely they are to go with someone else. Speed signals professionalism and reliability.
• Use a professional format. A clean PDF with your logo, clear layout, and itemised pricing looks far better than a text message or scribbled note. It gives the customer confidence that you run a proper operation.
• Include a brief description of the work. Before the line items, write a short paragraph summarising what you discussed on site. This shows you listened, understood their requirements, and are quoting for the right job.
• Follow up. If you have not heard back within a week, a polite follow-up call or message is appropriate. Sometimes quotes get buried in emails or the customer is still getting other prices. A quick "Just checking you received the quote — happy to answer any questions" can make the difference.

Common Quoting Mistakes

• Not visiting the site. Quoting from photos or a phone description leads to surprises. Always see the job in person before committing to a price.
• Forgetting to account for your time. Travel time, site visits, quotes that do not convert — these are all costs of doing business and need to be factored into your pricing.
• No validity period. Without one, a customer could accept a quote months later when material prices have increased.
• Vague scope. "Kitchen fit-out" without specifying what is included invites disagreements. Be specific about what is in and what is out.
• Quoting over the phone for complex jobs. A ballpark figure over the phone is fine, but never commit to a fixed price without seeing the site.

Key Takeaways

• A quote is a fixed price for a defined scope — be clear about which you are providing
• Include an itemised breakdown, validity period, payment terms, and exclusions
• Price using cost-plus as a baseline, adjusted for market rates
• Ask for a 30-50% deposit, or stage payments on larger jobs
• Send quotes promptly as a professional PDF and follow up within a week
• Never undercut yourself to win work — unprofitable jobs help nobody