How to write a quote a client says yes to

A client asks how much. You reply with a number in a message, they go quiet, and a week later they ask what the number included. A quote fixes that. It says what you will do, what it costs, when it is due, and how long the offer stands.

A good quote is short. The client reads it, sees nothing to question, and accepts.

What a quote is for

A quote is an offer. When the client accepts it, you both agree on the same thing: the work, the price and the dates. That is what makes it different from a rate card.

• Your rate card is public. It shows what you sell and where prices start. Our guide on how to make a rate card covers it.
• A quote is for one client and one job. It takes your rates, adds what this client asked for, and puts a total on it.

A quote also protects you: if the brief grows, you price the new part on its own.

Scope in one line per item

Most quotes fail on scope. "Content package" or "website work" leaves the client guessing, and guessing turns into delay.

Write each item so a stranger could check it was delivered:

• What it is: "Instagram Reel, 30 to 60 seconds", "Logo, three concepts", "Half-day walking tour for 6 people".
• What is included: rounds of edits, files, hours, how long the client can use the work.
• What is not included, when it matters: travel, printing, paid ads usage.

Extras go on their own lines, so a client can see what each one adds, and drop it if the budget is tight.

The client, Daniel, can drop the rush line if the total feels high, without a call.

Price, deposit and timing

Under the lines, say how the money and the work move.

• The total and the currency. If the client is abroad, agree the currency first and write it on the quote.
• The deposit. For a new client, or any job over a size you choose, ask for part of it before you start. 50% up front and 50% on delivery is common. Some jobs suit three parts: a deposit, a payment at the halfway point, and the rest on delivery.
• When you start and when you deliver. "Work starts when the deposit is paid. First drafts within 7 days."
• When payment is due. "Each invoice is due within 14 days."

Our post on how to ask for a deposit has the words to use when a client hesitates.

Ongoing work. Some jobs repeat: a monthly retainer, a quarterly campaign, a yearly maintenance plan. You can offer the client a choice of how often to be billed, such as one-off, quarterly or annual, and let them pick the one that suits their budget.

How long it is valid

Every quote needs a "valid until" date. Without one, a client can come back in four months and expect the old price, in a week you are already booked.

• Two to four weeks suits most service work.
• Shorter if your costs move, such as travel or venue hire.
• Say what happens after: "After 15 December, I will send an updated quote."

A date also gives the client a reason to get sign-off now.

Sending it

Send the quote the same day the client asks, while they are still thinking about it.

Keep the message short:

Hi Daniel,

Here is the quote for the café brand work. It covers the logo, the menu and six social templates, with a 5-day rush as an option you can remove.

It is valid until 15 December. You can accept it from the link, and I will send the deposit invoice straight after.

Any questions, just reply here.

[Your name]

What to avoid:

• A PDF on its own. A client cannot accept or pay from it.
• A number in a DM. It says nothing about what is included.
• Three versions at once. Put options as extras on one quote.

If the client asks for a change, send a new version. The quote they accept should be the one that matches the work.

Turning yes into an invoice

The yes is not the end. The quote should turn into an invoice with the same lines, the same total and the same split, so nothing has to be typed twice and nothing changes on the way.

1. The client accepts from a link.
2. The deposit invoice goes out with the agreed lines and the deposit amount.
3. You start when it is paid.
4. The balance invoice goes out on delivery, showing what was already paid.

Our guide on how to invoice a brand covers every line an invoice needs, and payment reminders that get you paid covers what to send if it is late.

In Piku, this is the Deals flow. A client taps Request on one of your Rates, with no account needed. You write the quote with line items, a "valid until" date and, if you like, a deposit by whole percent or by amount. You can offer one to three billing options: one-off, quarterly or annual. The client accepts from an approval link, the quote becomes an invoice, and each part of a split is its own invoice they pay from the link by card or mobile money. Receipts send themselves, and overdue reminders go out at 3, 7 and 14 days late. See how Deals and Rate Cards work.

Questions