What to include in a business quote (checklist + tips)

A business quote is your first impression and your first line of legal protection. Done well, it wins the job before you've had to lower your price. Done poorly, it loses the job — or creates disputes after the work is done.

The complete business quote checklist

• Your business details — trading name, ABN/registration, address, and contact.
• Client's details — legal business name and billing address.
• Quote number — sequential, for your records.
• Issue date — the date you're sending the quote.
• Expiry date — "Valid until 30 May 2026". Quotes without expiry dates leave you exposed to price changes.
• Scope of work — a clear, specific description of what's included. Be explicit about what's not included.
• Line items — each deliverable or service with quantity, rate, and total.
• Subtotal, tax, and total — broken out clearly.
• Payment terms — deposit required, when the balance is due, accepted payment methods.
• Acceptance instructions — how the client can accept ("Reply to this email" or "Sign below").
• Exclusions and assumptions — what the quote does not cover.
• Revision and change-order policy — what happens if scope changes.

The scope section: your most important paragraph

Most quote disputes come from vague scope. Write the scope section as if you're telling a stranger exactly what they're buying. "Logo design for Acme Corp — three initial concepts, two rounds of revisions, final files in SVG and PNG" is far better than "Logo design".

Exclusions clause example

Pricing strategies for quotes

• Fixed price — best for well-defined projects. Clients love the certainty.
• Time and materials — best for open-ended work. Include an estimated ceiling.
• Day rate — common for consultants and contractors. Quote a maximum number of days.
• Milestone-based — break a big project into phases with separate pricing.

How to follow up a quote

1. Send the quote, then follow up by phone or email 2–3 days later.
2. Ask if there are any questions, not "Have you decided yet?"
3. If you don't hear back by the expiry date, send one final email noting the price may change.
4. If declined, ask for feedback — it's free market research.

Use FoxIn to convert quotes to invoices

When a quote is accepted in FoxIn, you can convert it to an invoice in one tap — all the line items, client details, and tax carry over automatically. See quote vs invoice for more on when to use each.