How to Quote a Job as a Tradie — Templates, Tips and What to Include

A professional, detailed quote does two things: it wins you the job, and it protects you if something goes wrong. Most tradies underprice and under-document their quotes — which costs money both ways. Here's how to quote correctly.

What a Professional Quote Must Include

• Your business details — name, ABN, licence number, phone, email
• Client's details — name, address, phone
• Quote number and date
• Quote validity period — how long is this price valid? (usually 30 days)
• Clear scope of work — exactly what you will and won't do. Be specific. "Supply and install 15m of 20mm copper pipe from meter to hot water system" is better than "plumbing work"
• Materials included — what's covered in the price vs what the client supplies
• Labour breakdown — hours estimated, rate per hour (or fixed price total)
• GST — shown separately if you're GST-registered: "Subtotal $X + GST $Y = Total $Z"
• Payment terms — deposit required? When is the balance due?
• Exclusions — what's NOT included. This is critical for dispute prevention.

How to Price Your Quote Correctly

Most tradies underquote because they forget to include their true costs. Before setting a price, account for:

• Your actual hourly rate — not just what you want to earn, but what you need to cover all costs and make a profit. Use our hourly rate calculator →
• Travel time — if the job is 30 minutes away, include an hour of travel in your quote
• Materials with markup — 15–30% markup on materials is standard and fair. You're procuring, delivering and warranting them
• Contingency — add 10–15% for unexpected complications, especially on older properties
• Disposal costs — tip runs cost time and money; include them if demolition is involved

Quoting for Materials

Never quote materials at cost price. You spend time sourcing, ordering, picking up and delivering materials — and if something is wrong, you fix it. Mark up materials by 15–30% depending on the job size and your relationship with the client.

For larger jobs, get current prices from your supplier before quoting — material costs have been volatile. Add a clause to your quote: "Material prices subject to change — quote valid for 30 days."

How to Present Your Quote

A quote sent as a professional PDF or through quoting software always looks better than a text message or rough email. It signals that you're organised and professional — and organised, professional tradies win more work at higher prices.

Send your quote within 24 hours of the site visit. The faster you respond, the more likely you are to get the job — clients often accept the first professional quote they receive.

Follow up once — a brief message 3–4 days after sending: "Just checking in on the quote I sent — happy to answer any questions." This alone can significantly increase your conversion rate.

Common Quoting Mistakes

• Quoting too low to win the job — then resenting the client and cutting corners. Quote what it's worth or don't quote at all.
• Vague scope — "bathroom renovation" with no detail. Every ambiguity becomes a dispute.
• No validity period — material costs change. A quote from 3 months ago may cost you money.
• No payment terms — when do you get paid? Large jobs need progress payments.
• Quoting verbally — always put it in writing, even for small jobs. Verbal agreements are almost impossible to enforce.

Quoting Software for Tradies

Good quoting software lets you create professional quotes in minutes, send them digitally, get client sign-off electronically and convert accepted quotes to invoices with one click.

ServiceM8 and Tradify both include quoting, job management and invoicing in one tradie-specific app. See our full comparison →

⚠️ Deadline approaching: $20,000 Instant Asset Write-Off ends 30 June 2026 — buy eligible tools and equipment before then or lose the upfront deduction.

⚠️ Deadline approaching: $20,000 Instant Asset Write-Off ends 30 June 2026 — buy eligible tools and equipment before then or lose the upfront deduction.

## How to Handle Quote Revisions Without Losing Money Customers often ask for changes after you've quoted. A vague approach here will destroy your margins. When a client requests modifications—extra materials, different finishes, scope expansion—don't just verbally agree and adjust on the fly. Here's what actually works: **Send a formal variation quote.** This isn't a casual email. It's a separate document that clearly states: - What the original quote included - What the new request adds or changes - The additional cost (or credit, if scope reduces) - Why the cost changed (more materials, different labour time, upgraded specifications) - Whether timeline shifts - How it affects payment schedule Keep it simple. A one-page variation document takes five minutes and protects you completely. If the client later claims they didn't agree to the extra $800, you have proof they did. **Common revision scenarios and how to price them:** **Client wants premium materials instead of standard** – Calculate the material cost difference, then add labour time if installation differs. Don't absorb the difference to "keep the job." **They ask for additional work discovered mid-project** – This is where documentation matters. If your original quote stated "internal inspection only," and you discover structural issues, that's a variation. Quote it separately before proceeding. **Timeline pushback** – If they want it done faster, quote the cost of overtime or additional crew. If they want it slower, confirm your quote remains valid only for the original timeframe (usually 30 days). **They want "just a small extra bit"** – Price it anyway. Small extras compound. If it's genuinely tiny (under 15 minutes labour), you can absorb it, but don't make this a habit. The key principle: **every change gets documented in writing before you do the work.** This prevents scope creep and keeps relationships professional. Clients respect tradies who are organised about this. --- ## ABN, Insurance, and Legal Protection in Your Quote Your quote needs to be a legal document, not just a price list. Most tradies skip critical details that leave them exposed. **Always include your ABN prominently.** Not just for legitimacy—it tells the customer you're a registered, legitimate business. Place it in the header or footer. If you're a sole trader without an ABN, that's a red flag you need to fix immediately. **State your business structure.** Are you a sole trader, partnership, or company? This matters for liability. Include your full legal business name, not just a nickname. **Insurance details belong in your quote.** Write something like: *"This work is covered by our Public Liability Insurance policy (Provider: [Name], Policy #[Number]). Coverage: $[Amount]."* If you're quoting work that requires specific licences (electrical, gas, plumbing, building), state that you hold the necessary qualifications. This is legally required in most Australian states anyway, but including it in your quote demonstrates professionalism and compliance. **Liability clause:** Add a line like— *"This quote is valid for 30 days from issue date. We are not liable for quotes that remain accepted beyond this period, as material and labour costs may change."* **Payment terms matter legally.** State whether you require a deposit (and what percentage), and what triggers each payment. For example: - 30% deposit upon acceptance - 40% on commencement of work - 30% on completion This isn't just about cash flow—it protects you if a customer cancels mid-project. You've already committed resources. **Cancellation and variation policy.** Include something like: *"Cancellations made within 7 days of start date incur a cancellation fee of 20% of total quote value. Variations to scope must be requested in writing and quoted separately before commencement."* **Consider your insurance excess.** If your public liability excess is $1,000 and you're quoting a $1,200 job, that's a problem. You'd be out of pocket. Your BizCover policy details should inform your quoting strategy. --- --- ## Costing Checklist: What Most Tradies Forget Here's what to factor into every quote. Most tradies calculate labour and materials, then forget the rest—and watch profit evaporate. | **Cost Category** | **What to Include** | **Australian Tradie Example** | |---|---|---| | **Materials** | Product cost + 10-15% waste factor | $200 timber + $30 waste allowance | | **Labour** | Hourly rate × realistic hours (not optimistic time) | 8 hours @ $65/hr = $520 | | **Vehicle costs** | Current ATO rate: 88c/km for site visits + daily travel | 40km return trip = $35.20 | | **Superannuation** | Currently 11.5% SG on labour costs | $520 labour × 11.5% = $60 | | **Insurances** | Apportion annual public liability, tools, vehicle across jobs | $3,000 annual ÷ 150 jobs = $20 per job minimum | | **Tools & equipment hire** | Scaffolding, power tools, safety equipment rentals | Scissor lift = $150 for 2 days | | **Site setup/cleanup** | Rubbish removal, site preparation, protection | Skip bin = $200 | | **Contingency** | 5-10% buffer for unknowns (wood rot, hidden issues, etc.) | $1,000 job = $50-100 buffer | | **Overhead** | Office costs, phone, software, accounting | Apportion ~15% of total | **How to calculate your hourly rate properly:** 1. Decide your desired annual net income (after tax) 2. Add all annual overheads (rent, software, insurance, vehicle, accounting) 3. Add superannuation liability (11.5% of labour hours) 4. Divide by billable hours per year (assume 1,200-1,500 for a solo tradie, accounting for admin time and non-billable hours) **Example:** $70,000 desired income + $25,000 overheads + $9,000 super + $8,000 tools/vehicle = $112,000 annual cost ÷ 1,300 billable hours = **$86/hour minimum charge-out rate.** Many tradies quote $50-60/hour and wonder why they're struggling. --- ## Frequently Asked Questions --- **Your quote is your contract.** Make it detailed, legally sound, and properly costed. The time you invest in a solid quote now saves time, money, and stress later. Use Xero or Tradify to automate the process—don't wing it with handwritten estimates. Your business depends on the professionalism of your quotes.