Write a clear quotation
Copy for AI
A clear quotation is easier to accept and harder to argue about later. It answers the customer’s questions before they ask them, and it becomes the basis of your invoice. This article lists what a good quotation contains, how each part maps to easySales, and what to write in the email that goes with it.
Good practice
Section titled “Good practice”Describe the scope in the customer’s words. Each line says what they get, in terms they would use — “Supply and install oak counter, 2.4 m” rather than a product code. Say what is not included, too: “Electrical work by others” saves an argument later.
Show quantities and unit prices. A single lump sum invites the question “what is that made of?”. Lines with a quantity and a unit price show how you arrived at the total, and make a later change easy to price.
State the tax and the currency. Show the amount before tax, the tax and the total, and name the currency. A business customer who can claim back tax wants to see it separately.
Give it an expiry date. Prices and availability change. Thirty days is common for services; a shorter period suits materials whose prices move.
Set the payment terms and any deposit now. The quotation is where the customer agrees how and when they will pay. Write the payment term, such as 30 days from the invoice date, and any deposit, such as 50% on acceptance.
Say how to accept. “Sign and return this quotation” or “Reply to this email to confirm” gives the customer a simple way to say yes and gives you a written record.
Do it in easySales
Section titled “Do it in easySales”- Lines. Under Items, add one line per item with Qty, Unit and Unit price, and a description the customer will understand. Enter Unit cost too: it never prints, and it shows your margin. See Line items.
- Tax. Choose the tax in Taxes; the quotation shows Subtotal, Tax and Total.
- Validity. Set the Expires date. Once it passes, the quotation shows a notice and stays Open until you accept or reject it, and a quotation expiring within seven days appears in your To do.
- Payment term. The quotation takes the account’s Default payment term, and an invoice raised from it takes its due date from that term.
- Terms. Put payment terms, exclusions and how to accept under Terms and conditions; pick a saved template so every quotation says the same thing. Templates are set up under Standard templates.
- Deposit and stages. For a deposit or progress claims, add a billing plan to the quotation.
- Check the PDF. PDF shows what the customer will see, with your letterhead and design. When you send it, tick Sent to the customer so follow-up reminders start. See Quotation PDF.
Examples
Section titled “Examples”A quotation that answers its own questions. Mei Tan quotes Harbour Café for a new counter:
| Item | Qty | Unit | Unit price (SGD) | Amount (SGD) |
|---|---|---|---|---|
| Design and drawings | 1 | lot | 600.00 | 600.00 |
| Oak counter, supply and install, 2.4 m | 1 | unit | 1,200.00 | 1,200.00 |
| Pendant lights, supply and install | 4 | pc | 70.00 | 280.00 |
Subtotal SGD 2,080.00, Tax at GST 9% SGD 187.20, Total SGD 2,267.20. Under Terms and conditions: “30% deposit on acceptance, balance 30 days from invoice. Valid until 20 November. Electrical connection by the café’s electrician. Sign and return to accept.”
Templates you can use
Section titled “Templates you can use”The email that goes with the quotation
Subject: Quotation QN-10000125 — Harbour Café counter and lighting
Hi [Name], thank you for meeting me on Tuesday. Please find our quotation attached for the new counter and lighting: SGD 2,080.00 before GST, SGD 2,267.20 in total. It includes design, supply and installation, and is valid until 20 November. To go ahead, please sign and return it, or reply to this email. I will call you on Friday to answer any questions.
Terms and conditions to adapt
Prices are in SGD and exclude GST unless stated. This quotation is valid for 30 days. A deposit of 50% is due on acceptance; the balance is due 30 days from the invoice date. Work not listed above is quoted separately. To accept, sign and return this quotation or confirm by email.
Common questions
Section titled “Common questions”- What should a quotation include? Your company and the customer’s details, a quotation number and date, each item with quantity and unit price, the tax and total, the currency, an expiry date, payment terms and how to accept.
- How long should a quotation be valid for? Long enough for the customer to decide, short enough that your prices still hold — 30 days for most services, less for materials whose prices change.
- Is a quotation legally binding? A quotation is an offer; once the customer accepts it, it may form a contract. Ask a lawyer about your own terms.
- Should I show the price before or after tax? Show both: the amount before tax, the tax, and the total. easySales prints Subtotal, Tax and Total.
- How do I show a discount on a quotation? Give it on a line with Line discounts, or on the whole quotation in the Discount row, as a percentage or an amount. The PDF prints the full price, the discount and the net. See Give a discount.
- What happens when a quotation expires? It shows a notice and stays Open until you accept or reject it. Copy it to a new quotation at today’s prices if the customer comes back later. See Copy a quotation.