How to quote a trade job without a site visit

Which jobs suit a remote quote?

Remote quoting suits small jobs where the work is well defined and you can see what you need from photos. Typical examples:

• A like-for-like consumer unit swap, where photos show the existing board and the price assumes the existing installation is in good condition, subject to inspection and testing on site.
• A like-for-like radiator or tap swap, where you can see the existing fitting and the pipework around it and the price assumes they are suitable, subject to a check on arrival.
• A like-for-like boiler swap in the same position, where the price assumes the existing pipework and flue are suitable, subject to a check on arrival.

Even for these jobs, your price is only as good as what you can see. The sections below cover how to get that information and how to word the quote.

Which jobs need a visit first?

Visit first when the price depends on something photos and answers can't show, or when you would be guessing.

• The cost depends on what is behind a wall, under a floor or in a roof space.
• The customer can't describe or photograph the work clearly, or their answers don't match the photos.
• Access is awkward, the pipework or cable run is long, or several trades are involved.
• The job is larger or the scope still has to be worked out on site, such as an extension, a rewire or a full bathroom refit.

If you can't visit yet, you can still give a rough idea of cost by message, but label it clearly as a guide and not a quote. Our guide to quote vs estimate explains the difference.

What should I ask the customer to send?

A short, specific list gets better information than "send me some photos". Ask for:

• Clear photos from set angles: one wide shot of the whole area, one from each side, and close-ups of anything that matters, such as pipework, fixings and the surrounding walls.
• The make and model labels on existing equipment, such as the boiler data plate, photographed close enough to read.
• For electrical work, a photo of the fuse board with the cover on. There is no need for the customer to open it or touch anything inside.
• Measurements, such as the length of a pipe run, the size of a room or the height of a radiator. A tape measure in the photo helps.
• Access: how you reach the work, and any stairs, loft hatches, tight spaces or furniture that needs moving.
• Parking, and any restrictions such as a permit zone or a long carry from the van.
• Anything unusual, such as previous repairs, damp, old or non-standard fittings, or anything the customer has already noticed.

What should I ask on a quick call or message?

• What do they want done, and what should it look like when it's finished?
• Is it the same as what's there now, or are they changing the type, size or position?
• Are they supplying anything themselves, or do they expect you to supply everything?
• When do they need it done, and can you work during normal working hours?
• Is there anything that might get in the way, such as earlier work by someone else?
• Who will be there on the day to give you access?

Write the answers down as you go. They go straight into your notes and help you word the assumptions on the quote.

How do I protect myself when I can't see the job?

The aim is to be clear about what your price is based on, so you and the customer agree what is included.

• Say what the price assumes. For example: "This price assumes the existing pipework is in good condition and the new radiator fits the existing brackets and pipe positions."
• List what is not included, such as making good, decorating or extra work to bring existing parts up to standard. Our checklist on what a quote should include covers exclusions.
• Say you will confirm the job when you arrive. For example: "I will check the job on arrival and confirm the price before I start."
• Explain how any change would be agreed before extra work starts. For example: "If the job turns out to be different from the photos, I will explain why and agree any change to the price with you before doing extra work." A text or email reply from the customer is far better than nothing.

What you write on a quote can be treated as part of the agreement, so check the wording says what you mean.

How should I price a job I can't see?

• Show labour and materials as separate lines. The customer can see what they are paying for, and you can see what changed if the job turns out different from the photos.
• Put the main assumption in one clear sentence next to the price, not in small print at the bottom.
• Keep the validity period short, because prices and your diary can change before you confirm the job. Our guide on how long a quote should be valid for covers what is normal.
• If you need to order a part or materials before you arrive, think about asking for a deposit and say what it covers. See how to ask for a deposit.

Does agreeing a job without meeting the customer change their rights?

It can. GOV.UK says distance selling rules apply when you sell goods or services by phone or text message, which includes information you must give the customer, such as how they can cancel. The details depend on the job and how it was agreed, so read the GOV.UK guidance on online and distance selling and check your quote covers what it asks for.

How does TradeKwote help?

This is how TradeKwote works today, so you know what it will and will not do for you.

• Voice dictation and job photos are on every plan. Dictate what the customer's photos show, such as where the pipework runs or what the boiler label says, and add up to 5 job photos to help write a more specific scope.
• The photos help write the scope. They stay private and are not shown on the quote or the PDF, so send the customer your own photos separately if you want them to see them.
• You enter every price. You can list labour and materials as separate lines, and add your assumptions and exclusions as notes on the quote.
• The PDF is a professional PDF, and it states how many days the quote is valid from the date of issue.
• The online quote link works on every plan with no account needed. The customer can accept, decline or request changes, and you are notified.
• On Pro and Team, TradeKwote follows up unanswered quotes automatically after 3 and 7 days, as long as you saved the customer's email on the quote.
• The free plan gives you 3 quotes with no card needed. Pro is £29 a month. See the pricing page for the plans.

Our FAQ on creating and sending quotes explains how to send a quote. To see how it works for your trade, browse quoting software by trade.