Guides
How to write a quote your customer will actually accept
Short answer
A good quote tells the customer exactly what they get, what it costs and how to say yes. Include your business details, the customer's name, a reference number, each item with a short description, quantities and prices, taxes, the total, payment terms, delivery time and an expiry date. Send it quickly, on the channel where the customer asked, and follow up a few days later if you hear nothing.
Key points
- Speed matters: answer while the customer is still interested.
- Describe each item so the customer knows what they are paying for.
- Always state the total, taxes, payment terms and how long the price holds.
- Make accepting easy: one clear way to say yes and pay.
- Follow up politely if there is no reply after a few days.
What every quote should include
Whether you install air conditioning in Monterrey or design websites in Lisbon, a clear quote follows the same structure. Leave one of these out and the customer has a reason to wait, ask or look elsewhere.
| Element | Why it matters |
|---|---|
| Your business name, logo and contact details | The customer knows who it comes from and how to reach you |
| Customer name and date | Shows it was prepared for them, and when |
| Reference number | Lets both of you find and talk about the same quote |
| Each item with a short description | Heads off the question of what exactly is included |
| Quantity, unit price and subtotal | Makes the math easy to check |
| Taxes and total | No surprises when the invoice arrives |
| Payment terms | Says whether you need a deposit, when the balance is due and how they can pay |
| Delivery time or start date | Answers the second question almost every customer asks |
| Valid until | Protects you if your costs change and gives a gentle reason to decide |
Step by step: from request to sent quote
Most of the work happens before you open the document. Follow this order and the quote nearly writes itself.
- Understand what they needAsk the one or two questions that change the price: size, quantity, deadline, materials. Quoting the wrong thing is a fast way to lose the job.
- Start from your price listUse the same catalog every time, so two customers asking for the same thing get the same price.
- Write items in the customer's wordsDescribe the result they care about, then the details. Full repaint of a two-bedroom apartment, walls and ceilings, says more than painting service.
- Separate one-time and recurring chargesIf part of the work is a one-time fee and part is monthly or yearly, show them on separate lines so the total is honest.
- Add terms and an expiry dateDeposit, balance, payment methods, delivery time and how long the price holds.
- Send it where they askedIf they wrote on WhatsApp, send it there. If a partner or manager makes the decision, send it to them too.
- Schedule the follow-upPut a date in your calendar to check in if you have not heard back.
How to describe items so they make sense
Most doubts about a quote come from vague items. A customer who does not understand a line tends to assume it is padding, or goes with someone whose quote is easier to read.
- Lead with the outcome, then the details.
- Say what is included and, when it matters, what is not.
- Skip internal codes and jargon the customer will not know.
- Group small items so the quote does not read like a hardware store receipt.
- If you offer options, show two or three clearly labeled packages instead of a long list of extras.
- Write it in the customer's language.
What to do after you send it
Sending the quote is half the work. People get busy, compare options or need to ask someone else. A short, friendly message a few days later reminds them and gives them room to raise doubts.
Keep follow-ups useful: ask whether they had a chance to review it, offer to adjust a quantity or material, and mention when the price expires. If they say no, ask what made them decide, because that answer helps you quote better next time. If they ask you to stop writing, stop.
When they say yes, make the next step immediate. Confirm, send the payment link or deposit request, and set a start date while the decision is fresh.
Mistakes that get quotes rejected
None of these is about price, and all of them are easy to fix.
- Taking days to send it while the customer is already talking to someone else.
- A single total with no breakdown.
- Extras that were not on the quote and show up later on the invoice.
- No expiry date, so an old price comes back months later.
- No clear way to accept, so the customer has to write, call and transfer money separately.
- Never following up.
How Autorys helps you quote and close
With Autorys AI Quotes, you add your catalog of products and prices to the CRM, and each quote comes out with a reference number and a PDF with your logo. Every item explains what it includes, and one quote can combine one-time, monthly and yearly charges. Quotes go out over WhatsApp, Telegram, chat or email in the customer's language. Before sending by email, it asks who should get it, and you can add up to 3 recipients. The customer accepts online and the quote moves to a receipt and payment.
With Autorys Online Payments, the customer pays by card from their phone through a link, and the payment is logged in your CRM, with deposits and balances on the receipt. Autorys Follow-Up writes to customers about quotes that got no reply, following your rules, and stops when the person answers.
Frequently asked questions
How long should a quote be valid?
Long enough for the customer to decide, and short enough that your costs do not shift underneath you. If your materials change price often, keep it shorter. Whatever you choose, write the expiry date on the quote so nobody has to guess.
Should I ask for a deposit?
For custom work, materials you order in advance or long projects, a deposit protects your time and shows the customer is serious. State the amount, when it is due and what happens with the balance, so there are no doubts later.
How soon should I follow up on a quote?
A few days after sending it is usually reasonable, and again close to the expiry date. Keep the message short and helpful, and stop as soon as the customer answers or asks you not to write again.
Is it better to send a quote by WhatsApp or by email?
Send it where the customer asked for it. Messaging is faster for small jobs, and email works well when several people need to approve. A PDF with your logo and a reference number looks professional on either channel.
Can Autorys send quotes for me?
Yes. Autorys AI Quotes builds quotes from your catalog with a reference number and your logo, and sends them over WhatsApp, Telegram, chat or email in the customer's language. It comes free with an Autorys AI service or a website, and Karla gives you the price right away.
