Quote vs estimate: what's the difference?
A quote is a fixed price for a job you've described. An estimate is your best guess at what a job will cost, and the final bill can come out higher or lower. Once a customer accepts a quote you're generally held to that price unless the job itself changes, so the word you put at the top of the page matters.
What is a quote?
A quote is an offer to do a specific job for a specific price. It says what you'll do, what it costs and how long the price stands. If the customer says yes while the quote is still open, you have an agreement at that price.
That works in your favour as much as theirs. A customer who has accepted a written quote can't easily argue later about what was included, because it's there in black and white.
What is an estimate?
An estimate is a rough price based on what you know so far. It tells the customer what to expect without committing you to the penny. It's the right tool when you can't see the whole job yet: damp behind a kitchen, a roof you can only inspect from the ground, wiring nobody has looked at since the seventies.
An estimate isn't a blank cheque. Under the Consumer Rights Act 2015, where no price has been fixed the customer has to pay a reasonable price and no more. If you estimate £800 and the bill comes to £2,400, expect to be asked why, and expect to need a good answer.
Is a quote legally binding?
Once it's accepted, broadly yes. An accepted quote is a contract: you do the work described, they pay the price stated. You can't add to the bill because the job took longer than you thought or because you forgot to price the skip.
It also covers more than the number at the bottom. The same Act says that what you tell a customer about the service, in writing or out loud, can count as part of the contract if they relied on it when deciding. So if you said "that includes making good the plaster", it does.
Can I charge more than I quoted?
Only if the job changes and the customer agrees to the change. The usual reasons are:
- The customer asks for more. An extra socket, a better tile, another room. Price it, get a yes in writing, then do it.
- You find something nobody could have seen. Rotten joists under the bath. Stop, show the customer, agree a price for the extra work before you carry on.
- Your quote said how extras would be priced. A line such as "any additional work will be charged at £45 an hour plus materials, agreed before it starts" gives you both a rule to work to.
What you can't do is absorb a surprise quietly and present it on the final bill. That's how good jobs end in arguments.
When should I give a quote, and when an estimate?
| Give a quote when | Give an estimate when |
|---|---|
| You've seen the job and can measure it | You're pricing from photos or a phone call |
| The scope is clear and agreed | The customer hasn't decided what they want |
| Materials can be priced now | The real work is hidden until you open it up |
| The customer needs a firm figure to say yes | The customer wants a ballpark before a site visit |
Most customers want a quote. A fixed price is easier to say yes to than a guess, and it stops them worrying about the bill creeping. If you can quote, quote.
What if I can't see the whole job?
Quote the part you can see and be straight about the part you can't. There are three common ways to do it:
- An exclusion. "This price does not include repairs to the subfloor if any are needed."
- A provisional sum. "Allow £300 for replacing damaged joists. To be confirmed once the floor is lifted."
- A rate. "Any work beyond this quote is charged at £280 a day plus materials, agreed with you first."
All three say the same thing: here is the fixed price, here is what could change it, and you'll hear from me before it does.
How does QuoteMate handle this?
QuoteMate sends quotes: every line has a price, the total is fixed, and the customer accepts or declines with one tap. Their answer is recorded against the quote, so there's no doubt about what was agreed.
Put exclusions in the line descriptions so they sit next to the price, and use the notes for how you'll price extras. Notes go out in the quote email. If the job changes before the customer has answered, edit the quote and send it again. Once it's been accepted it's locked, so price the extra work as a new quote. See how sending and accepting works, or read how to write a quote for what to put on the page.
This guide is general information for UK tradespeople, not legal or tax advice. Rules and thresholds change, so check the linked official pages, or ask an accountant or solicitor about your own situation.