The quotation is often the first sale
Contractors and home owners usually collect quotations from two or three dealers before ordering a full material list. The quotation is your first chance to look organised and fair. A messy, handwritten list with unclear units makes the customer doubt the rest of your service.
A clear quotation does not need to be fancy. It needs to be complete, readable and easy to compare.
This guide walks through what a good quotation contains, how to handle units, revisions and follow-ups, and how to turn an accepted quotation into an invoice.
What every quotation should include
- Customer and site name
- Each item with brand, size and specification
- Unit for each item: box, piece, kg, litre or sheet
- Quantity and rate per unit
- GST shown clearly
- Validity period for the rates
- Delivery terms, such as whether transport is included
Be specific about units
Confusion about units is the biggest source of disputes. If you quote tiles per box but the contractor thinks per piece, the comparison looks wrong and trust is lost. Always write the unit next to the quantity and rate. Where helpful, add the coverage, such as square feet per box for tiles.
Offer alternatives without clutter
Customers often ask for options, such as a cheaper tile or a different brand of fittings. Instead of mixing everything in one long list, add clearly marked alternatives for the main items. Keep the main quotation clean so the total is easy to read.
Handle revisions properly
Lists change. The site adds a bathroom or the owner changes the floor tile. Each time, revise the quotation and keep a version number or date. When the order is confirmed, you should know exactly which version was accepted. Mixing old and new versions leads to wrong deliveries and billing disputes.
Follow up at the right time
After sending a quotation, follow up within a couple of days. Ask if the customer has questions or needs changes. Many orders are lost simply because the dealer never called back while another did.
Plan stock before you confirm
When a large quotation is close to confirmation, check stock across your godowns for every item. If something is short, tell the customer honestly and give a realistic delivery date. Promising full delivery and then sending partial material damages the relationship more than an honest delay.
Convert without retyping
When the order is confirmed, the invoice should match the accepted quotation. Retyping from paper invites mistakes in rates and quantities. Converting the quotation directly into the invoice keeps them the same and saves time.
Common mistakes
- Missing units or mixing box and piece rates
- No validity date, so old rates are claimed months later
- Not keeping track of revised versions
- Never following up after sending
- Typing the invoice again from scratch
Know your margins before you quote
Quoting a long list quickly can hide a low margin on one big item. Before sending a large quotation, check the rates against your latest purchase cost for the main items such as tiles, fittings or paint. If a supplier has raised prices since your last purchase, update your rates first.
Quote for delivery as well as material
Contractors care about when material reaches the site, not only the price. Mention delivery time and whether the order can be split into trips. A slightly higher rate with a clear delivery plan often wins over a lower rate with no commitment. Make sure what you promise matches what your godowns and vehicles can actually do.
Keep a record of lost quotations
When a quotation does not convert into an order, note the reason if the customer shares it: price, brand, delivery time or simply no reply. Over a few months these notes show patterns. You may find you lose mainly on one product line or to slow follow-up, and both can be fixed.
How Lohshala helps
Lohshala lets you make quotations with items, units and rates, revise them, and convert the confirmed one into an invoice. Unit conversions mean you can quote by the box and deliver by the piece without stock errors.
Contractor credit ledgers and delivery tracking follow from the same invoice. It can be customised on request. For a demo, message +91 95116 38160.
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