What is a Price Quote – Invoice Basics Made Clear

What is a Price Quote

A new business or small business can win or lose due to price quote. Hence, it’s crucial to get the pricing right.

Apart from the product or service quality, pricing is the most influential purchasing decision driver for customers. Customer asking a business for pricing means the ball is in your court. Only a right and solid response can successfully close the deal. This all concludes that better your price quote, better your chances to convert it into sales.

All that said, let us know in detail that

What is a price quote?

A price quote is a fixed price of a product or service conveyed by a seller to a buyer (either written or verbal). Quotes are usually valid only for a limited time that’s predetermined. Once the customer agrees with the quote, the price cannot be changed. Even the supplier has to perform all the tasks as mentioned in the quote.

A price quote that is accurate, reasonable and handed over to the customer in a timely manner is likely to reach an agreement.

What is the purpose of a price quote?

The moment when a customer asks what is a quote means the customer is seriously interested in the deal. So without further ado, prepare a quote that states the clear cost of the works, offered to the customer.

Price quote is very useful for running service businesses.

The purpose of a price quote is:

  • To prevent the business from the fluctuating prices
  • Provide a customized price to the customer for the job that will be offered
  • To help the business and customer to understand each other
  • To know if the customer is willing to pay the quoted amount
  • To understand customer expectations
  • To add transparency with no hidden costs and enhance customer relationship
  • To ease customer’s decision-making process

By stating the cost quote, terms and conditions clearly you are also putting across to your customer that your business is legal. This will encourage them more to do business with you.

Note – Labour cost might be fixed but the cost of materials may vary. So it is necessary to analyze all the costs that may change and costs that are fixed before deciding the price quote.

Difference between a quote and estimate

Quote and estimate are terms that are often used interchangeably but if you are into the business you can’t do the mistake of treating both the same. Don’t get confused.

As already discussed, a price quote is a fixed price stated by the business to the customer. Since the quote is derived after discussing the requirements, studying the work meticulously, analyzing each and every cost involved, it’s made detailed and accurate. This means, once the customer accepts the quote, no further changes will be made and that would be the final price. It also holds a legal value in many countries.

Estimate, on the other hand, is similar to price quote but not the detailed one. It gives the customer, a rough idea about the cost. However, it cannot be treated as the final price as the price may fluctuate, the additional cost can be added when the work is in progress. An estimate states the potential fixed cost which likely can be modified depending upon the work. It has less legal value.

If your customer is not aware of the difference, better let them know.

What to include in a quotation?

Price quote is a detailed document that also is legally binding. It should be accurate, comprehensive and contain all the necessary information that a customer needs to know.

Price quote example

Here are the significant details, you need to include in your price quotation:

  • Standard business information like business/company name, address, email address, contact details
  • Customer/Client information like client name, customer ID number, contact details
  • Date of Issue that is the date when the price quote was generated
  • Itemized entries and detailed break down of all costs for transparency and more clarity
  • Any applicable taxes such as sales tax etc.
  • The total cost including all the breakdown costs and applied taxes
  • Due date when the product or service will be delivered
  • Payment terms that states the payment due date. For eg: Net 30, Net 60, EOM (end of the month)
  • Payment method whether in cash, credit card, debit card or using any trusted payment gateway
  • Your terms and conditions but in a plain language. Don’t confuse the customer with legal jargon
  • Your signature along with date and space for customer’s signature as a sign of acceptance

Points to consider for effective pricing strategy

Think carefully, create meticulously. Since your price quote is your final stated price, make sure you follow a great deal of strategy. Your motto is to make a profit as well as fulfil customer needs. You can only make a profit if the price looks convincing to the customer.

Here are a few questions, you need to ask yourself before quoting a price to the customer:

Do I completely understand the customer requirements?

Be honest and answer yourself whether you fully understand customer requirements or not. In case of doubts, feel free to contact your client again and get your queries resolved. Also, let your customer know honestly if you can meet those requirements.

Can I meet the deadlines?

Never over-commit, it may backfire. Determine yourself that if you can meet the customer needs within the decided time frame. Do you have enough resources, is the timeline favourable, think of all the factors that can affect the deadline.

Are the prices up to date?

The market keeps on evolving and so will be the prices. Some materials cost may vary from season to season. Before creating the quote, analyze the fixed costs, variable costs properly, check if they are up to date and also consider currency exchange rates, if needed. Everything that can affect the final price should be scrutinized before sending the price quote.

Will I make a good profit?

End of the day, we all work to earn and make those profits, isn’t it? Keep this ultimate motto in mind. You have to manage the customer relationship by offering the best price but also don’t forget to keep a sensible profit margin.

With all this guidance, you will undoubtedly learn the price quote process and improve by putting it into action.

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