What information should you include on a quotation template?

Zigaflow offers a broad range of quotation templates that our customers can use and customise for their business, but what information do you need to include on a quote document?

Author: Euan Aitken | Published: 12/08/2022

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Zigaflow offer a broad range of quotation templates that our customers can use and customise for their business, but what information do you need to include on a quote document?

1. Your business information

It is imperative that you include your own business information. Once a quote is received by a potential customer, they need to know who it has been sent by as well as who to contact if they wish to proceed to the next step.

Information to include:

  • Business name
  • Address
  • Contact name and title
  • Phone number
  • Fax number (if applicable)

If you include any of the above information on your letterhead or as part of the design, there is no need to add them again.

2. The client’s information

Make sure to include who the quote is for. This information will be similar to the details you included for your own business:

  • Recipient name
  • Business name
  • Address
  • Email address
  • Contact telephone number

3. Quote reference number

When creating a quote through our Quotation software a reference number is created automatically, saving you the hassle of creating a number that is unique.

If you are using a text editing program or something similar you can start with the number 1 and keep increasing the number by 1 for each quote you create.

4. Date of issue

If you create quotes that are valid for a set time period (such as 30 days), include a date of issue to provide the client with a reference date. The date of issue is generally set to the date the quotation is sent.

5. Products and/or services

Include the products or services you are quoting for as line items. You can include a range of information about each item including:

  • Name
  • Description
  • Product reference number
  • Price per unit
  • Overall price based on the quantity requested

If there are costs for labour or materials, you may want to list those items separately. Items can also be listed separately if they are required at a later stage of a project.

6. Total cost

After you have added all items to the quote, you can calculate the total cost for a project. This can be broken down with a value for VAT or taxes with a subtotal that does not include any taxes.

If any discounts are provided to the customer, you should show the discount value or the reduced amount. Finally include an overall cost for the project. This will include VAT or taxes and is the final figure that a customer will need to pay.

7. Notes

By adding a notes section, you can include any information that doesn’t fit anywhere else. This can include a timescale for any work that needs to be carried out, or when physical products are likely to be dispatched.

You can also include a thank you to the client for the opportunity to quote for them.

Below is a quotation template created within the Zigaflow system, the sections are numbered to correspond with the numbered headings in this guide. This gives you a visual representation of how you can layout quotations, and serve as an example of a completed document.

An example of a completed quotation template created within the Zigaflow system.

 

The last two pieces of information to include can be quite unqiue depending on the sector your business operates in. It is important to check standardised practices on this to see how they are relevant to your specific products/services. These sections are often used as evidence for legal recourse if terms and conditions arent met between the customer and supplier. 

Terms and conditions

You can stipulate any possible variations in the project you are quoting for, for example, that any additional work that may be required would be charged at a certain rate per hour. You would need to explain under what conditions extra work may be required.

The T&Cs allow you to include how you want the total amount to be paid, such as a percentage of the total value up front and the rest paid on completion or after 30 days. Every business is different, so it is up to you to write detailed terms that match your organisation.

Sign-off/approval section

The fastest way for a quote to be approved is by incorporating a sign-off element to the quote. This can be done in a variety of ways.

For a printed/physical quote you will just need a section where the customer can put their signature, printed name and the date.

If the quote has been provided digitally you can add e-signature functionality with an e-form. This is the quickest way for a quote to be approved and returned as you don’t need to physically send the quote back as it can be emailed.

The information listed above will help you put together a great quotation that can be sent to customers. If you are creating quotes manually it can be quite time consuming. Zigaflow can provide you with the tools to create quotations quickly and easily without having to invest hours of your time. If you would like to give the software a try, feel free to book a demo today.

Euan Aitken

Euan Aitken

Sales & Marketing Director

Having started his journey with Zigaflow as a customer who took a keen interest in what the software could become, Euan joined us to lead our Sales & Marketing. Euan loves all things Business, Sales & Tech.

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