What a quote is actually for
A quote is an offer. It tells the client what you will do, what it will cost, and how long the price is good for. If the client accepts, you have an agreement on those terms. That is why the wording matters — vague scope and missing exclusions are where disputes start.
The fields every quote should carry
- Your business name, address, contact details and VAT number if registered.
- The client's name and address.
- A unique quote number and the date issued.
- A clear validity period — 7, 14 or 30 days is standard.
- Line-by-line scope: what is included, with quantities and unit prices.
- The total, and whether VAT is included or excluded.
- Payment terms, including any deposit required.
- A statement of what is expressly excluded.
- Your banking details or a way to accept the quote and pay online.
Scope, exclusions and assumptions
The biggest source of quote disputes is not the price — it is the client thinking something was included that you did not. Write the scope as specifically as you can, and then list what is not included.
Example: 'Labour for installation of the listed materials, up to 6 hours on site. Travel beyond a 30 km radius from [suburb] is charged at R4.50/km. Client-supplied materials are not covered by our workmanship warranty.'
Validity and deposits
Material prices and your availability change. A validity period protects you from being held to an old price. A deposit protects your cash flow when you have to buy materials before the job starts.
| Situation | Suggested term |
|---|---|
| Small job, quick start | Valid for 7 days |
| Job with materials to order | Valid for 14 days, 50% deposit |
| Large or custom work | Valid for 30 days, staged payments |
| Corporate client | Valid for 30 days, their payment terms apply |
A worked example
| Item | Qty | Unit price | Total |
|---|---|---|---|
| Plumbing repair — burst geyser pipe | 1 | R850.00 | R850.00 |
| Replacement piping and fittings | 1 | R420.00 | R420.00 |
| Labour — 2 hours | 2 hrs | R450.00 | R900.00 |
| Subtotal (excl. VAT) | R2,170.00 | ||
| VAT @ 15% | R325.50 | ||
| Total (incl. VAT) | R2,495.50 |
Common mistakes
- No validity period, so a client holds you to a price from six months ago.
- A description like 'repair work' instead of a line-by-line scope.
- Forgetting to state whether the price includes VAT.
- No deposit on a job that requires materials up front.
- Quoting from a template that still has last month's client name on it.