How to Quote like a Pro

Quoting like a pro is as much an art as it is a science. Every tradie knows the guys who scribble numbers on the back of a bit of timber or a scrap of gyprock — but let’s be real, you don’t want to be that guy. In today’s competitive world, presenting a professional, clear, and confident quote can make the difference between winning a job or missing out entirely.

Whether you’re a sole trader, a growing team, or an established business, the way you quote and present yourself tells your client everything they need to know about your professionalism. But quoting isn’t just about numbers — it’s about how you communicate your value, how you manage risk, and how you close the deal.

So let’s break it down step by step — from how to build a killer proposal, to how to calculate with confidence, to how to follow up like a boss and actually land the job.

🎨 The Art of the Quote

First off, let’s talk about the art of quoting. Sure, there’s a technical side, but quoting is ultimately about understanding people — knowing what they’re looking for, what they’re comparing, and how you can stand out.

Most clients — whether it’s a homeowner, a builder, or a project manager — will get two or three quotes before making a decision. They’re not just looking at price; they’re looking at how you present yourself, what trust signals you’re giving, and how confident you seem.

Here’s a pro tip straight up: don’t just call it a quote or an estimate. Call it a proposal. That simple word shift changes how your client sees it — suddenly it’s not just a list of numbers; it’s a thought-out, intentional document that positions you as serious, professional, and reliable.

🔍 The Science of Quoting

Now for the science side — because quoting isn’t just a vibe; it’s a structured process.

Before you even start running numbers, take the time to map out how you’ll approach the job. Write a short method statement for yourself — even half a page — that covers:
✅ how you plan to deliver the work
✅ any known risks or challenges
✅ materials and access issues
✅ timelines or special constraints

Why? Because this process forces you to slow down and think, not just price. You’ll catch things you might otherwise miss — like whether you need a 2–10% buffer on materials (spoiler: you probably do) or whether there’s extra labour contingency you need to factor in.

When you break down the job into clear cost buckets — materials, labour, equipment, overhead, and profit — you make sure you’re covering your margins and protecting yourself from blowouts. Never, ever quote based on just gut feel — even if you’ve done this type of work a hundred times.

💸 Presenting a Proposal That Stands Out

Once you’ve nailed the numbers, it’s time to package them right. This is where most tradies fall short.

Most quotes we see in the wild are bare-bones line items and a lump sum — maybe two pages max. But you? You’re going to build something that feels like a proper proposal.

Here’s what that should include:

• A clean cover page with the project and client details

• An about us section where you showcase your background, qualifications, and any awards or certifications

• A short cover letter-style section explaining how you plan to approach the job

• The pricing breakdown, with clear descriptions, subtotals, GST, and totals (and yes, list prices ex-GST to avoid sticker shock)

• A set of general terms and conditions that clarify your payment terms, timelines, and variation process

• Any relevant attachments — like product guides, finishes schedules, or project photos

Why go to this level of effort? Because clients compare not just numbers, but feelings. If your proposal feels more professional and thoughtful, they’re more likely to trust you and less likely to haggle.

📞 Following Up: Where the Magic Happens

Here’s the brutal truth: 99% of tradies just send the quote and wait. They hit “send” and hope for the best. But if you want to quote like a pro, you need to flip that approach.

Once you send your proposal, follow up with a quick, confident email like:
“Hi [Client], just letting you know I’ve sent the proposal for [Project]. I’ll give you a call tomorrow to chat through any questions and discuss next steps.”

Boom. You’ve just set up an assumptive close. You’re not asking them if they want to talk — you’re telling them you’ll talk. Then, follow up the next day with a friendly call. That way, you can handle objections, explain details, and keep control of the sales process.

⚙️ Tools to Help You Quote Smarter

If you’re still quoting off a spreadsheet or by hand, it might be time to upgrade. There are heaps of tools out there, from simple Google Docs and Excel templates you can build yourself, to full-blown job management platforms like SimPRO, ServiceM8, or Tradify.

If you’ve got the budget, you can even hire a software developer to build a custom quoting tool that matches exactly how your business runs. But even if you stay low-tech, the point is this: have a system. Don’t reinvent the wheel every time.

💥 Final Thoughts

Quoting like a pro isn’t just about landing the job in front of you — it’s about building a reputation. A reputation for professionalism. For clear communication. For delivering what you promise, when you promise it.

Every time you send a professional, clear, and well-structured proposal, you reinforce that reputation. Every time you follow up confidently, you position yourself as someone clients can trust. Every time you close a deal cleanly, you increase your chances of getting referrals, repeat work, and premium rates.

Here at Intrade, we’re all about helping Aussie tradies level up their game — whether that’s on the tools, in business, or just in how you present yourself. Need help building a killer proposal template? Want to chat about quoting software or pricing strategies? Reach out to the Intrade crew — we’re here to help you win 💪🔥.