01
Your business details
Include the business name and useful contact information so the customer knows exactly who has provided the quotation.
Polar Quote Journey
How to write a quote for a customer in the UK.
Learn what to put in a business quotation, how to price the work clearly, set terms and validity dates, and turn an accepted quote into the next step towards getting paid.
Business quotations
A quote should make buying easier, not give the customer another puzzle to solve.
A business quote sets out the price and details of goods, services or work before the customer decides whether to proceed.
SumUp describes a quotation as a document showing the price of a sale before the customer commits. Square similarly describes a business quotation as a document setting out expected costs.
The most useful quotes go further than one large number. They make the scope, price, assumptions and next step clear enough that the customer knows exactly what they are agreeing to.
A vague quote creates a vague agreement. A clear quote gives both sides something concrete to work from.
Describe the job properly, price it properly and put important terms in writing.
What should a quote include?
Give the customer enough information to make a proper decision.
02
Customer details
Identify the customer or business the quotation has been prepared for.
03
Quote number
A unique reference makes it easier to track, discuss and later convert the correct quote into an invoice.
04
Clear description
Explain the goods, services or work included rather than relying on wording only you understand.
05
Price
Show individual charges where helpful and make the total price clear.
06
VAT and mandatory charges
Make applicable taxes and unavoidable charges clear in accordance with current pricing requirements.
07
Validity date
State how long the quotation remains valid, especially if labour or material prices may change.
08
Payment terms
State deposits, stage payments, due dates or other important payment arrangements.
09
Important assumptions
Explain relevant exclusions, dependencies or conditions so there are fewer surprises later.
Business quotation example
A clear quotation can be remarkably simple.
Customers should be able to understand the job and the price without hunting around the document.
QuickBooks treats quotes and estimates as a stage before invoicing and allows an accepted estimate to be converted into an invoice. That same journey makes sense for a small business even without complicated software.
QUOTATION
From
Example Services Ltd
Business Address
United Kingdom
Prepared for
Example Customer
Customer Address
United Kingdom
| Description | Qty | Price | Total |
|---|---|---|---|
| Example service | 1 | £500.00 | £500.00 |
Total quote: £500.00
Quote vs estimate
They are often used interchangeably, but customers may understand them differently.
Quote
A quotation generally presents a defined price for specified work. Before sending one, make sure the scope and pricing are accurate enough that you are comfortable standing behind what you have offered.
Estimate
An estimate is commonly used where the final price cannot yet be known precisely. Make the basis of the estimate and anything that could change the eventual price clear to the customer.
Pricing a quotation
Check the job makes financial sense before promising the price.
Square recommends checking costs and profit margin before sending a quotation. That is a useful discipline for every small business.
A price can win the job and still lose the business money if labour, materials, travel, subcontractors or overheads were forgotten.
1
Calculate direct material or product costs.
2
Allow properly for your time and labour.
3
Include relevant travel, delivery or subcontractor costs.
4
Remember the business still has overheads to pay.
5
Include a sensible profit margin rather than simply recovering costs.
Clear pricing & terms
Don’t hide unavoidable charges at the bottom of the quote.
Current UK government pricing guidance says businesses marketing to consumers should show the total price upfront, including mandatory fees and taxes such as VAT where applicable.
The CMA also stresses that terms used with consumers should be fair and transparent.
When the customer accepts
The quote should lead somewhere.
A quotation is part of the sales journey, not an isolated PDF that disappears into an email folder.
The Small Business Commissioner recommends agreeing important terms, including payment, before starting the work and putting them in writing.
1
Customer receives the quotation.
2
Questions or changes are agreed.
3
Customer confirms acceptance.
4
Deposit or agreed payment is collected where applicable.
5
Completed work moves into the invoice journey.
Common quotation mistakes
Five ways a quote can cause problems before the work even begins.
Give enough detail for the customer to understand what they are buying.
Winning work below a sustainable margin is not a successful quote.
An old quotation can become risky when material, labour or supplier costs have changed.
Be transparent about the price the customer will actually have to pay.
Resolve price, scope and important payment terms before beginning work wherever practical.
Polar Quote Journey
Turn an enquiry into a quote — and a successful quote into an invoice.
Polar connects customer information, pricing, quotations and invoicing so the commercial journey does not have to start again every time the customer moves forward.
Build the customer record, understand what you are selling, quote clearly and carry accepted work towards invoicing and payment.
Business quotation FAQs
Writing quotes for customers: common questions.
What is a quotation in business?
A quotation is a document provided to a potential customer before a sale, setting out the proposed goods, services or work and the price you are offering.
What should I include in a business quote?
Useful information includes your business and customer details, a quote reference, a clear description of the work, prices, total cost, VAT where applicable, validity period, payment terms and important exclusions or assumptions.
What is the difference between a quote and an estimate?
A quote generally gives a defined price for specified work, whereas an estimate is commonly used where the exact final cost cannot yet be known. Whichever wording you use, make the basis of the price clear.
How long should a quotation be valid for?
There is no single period suitable for every business. Choose a validity period that reflects how quickly labour, material, supplier or other costs could realistically change.
Should VAT be included in a quote?
If VAT applies, make the VAT treatment clear. Current UK consumer pricing rules require mandatory taxes and charges to be reflected appropriately in the price presented to consumers.
Should I put payment terms on a quote?
Yes, where relevant. The Small Business Commissioner recommends agreeing payment terms before taking on work and putting those terms in writing.
Should I ask for a deposit when quoting?
That depends on the type of work, commercial risk and agreement with the customer. If a deposit is required, state the amount and timing clearly before the customer commits.
Can I turn a quote into an invoice?
Yes. Once the customer accepts and the relevant work or billing stage is reached, information from the quotation can be carried into the invoice rather than being entered again.
Is a quote the same as an invoice?
No. A quote normally sets out proposed pricing before the customer commits, while an invoice requests or records payment for goods, services or work supplied.
Can I change a quote after the customer accepts it?
Be careful. If scope, price or terms need to change, discuss and document the change clearly with the customer rather than assuming that a different price will simply be accepted later.
From enquiry to money in the bank
Price the work. Send the quote. Win the customer. Carry it straight into the invoice.
Polar helps connect the commercial journey so customer information, pricing, quoting and invoicing work together rather than becoming four separate admin jobs.