Quote vs estimate: what's the difference?

What a quote means

A quote says: for this scope of work, this is the price. When the customer accepts it, you normally have a contract. You can't simply charge more because the job took longer than you expected, unless the quote allowed for it or the customer asked for extra work.

That's why a good quote spells out exactly what's included and what isn't. The clearer the scope, the easier it is to show that something is extra.

What an estimate means

An estimate is an informed guess, often used when you can't see the full job until you start, such as fault-finding, leaks behind walls or old properties. It isn't a fixed price, but it should still be a genuine, reasonable estimate. If the final price is going to be much higher, tell the customer as soon as you know and before you carry on.

Under the Consumer Rights Act 2015, what you tell a consumer about the service can become part of the contract, and if no price was agreed, the customer only has to pay a reasonable price. A realistic estimate protects you as much as the customer.

Which should you use?

• Use a quote when you can see the whole job and price it with confidence, such as fitting a new boiler, tiling a bathroom or building a wall.
• Use an estimate when there's genuine uncertainty, and explain what could change the price.
• Use a quote with provisional sums when most of the job is clear but some parts aren't. Price the fixed parts and show clearly labelled estimates for the rest.

Handling extra work

Most disputes start with extra work. The customer asks for "just one more socket" or you find rotten joists under the floor. Protect yourself by:

• Stopping and explaining the problem before doing the extra work.
• Giving a price for the extra work and getting the customer's agreement, ideally in writing. A text or email is far better than nothing.
• Adding it to the final invoice as a separate line, so it's clear what the original quote covered.

How long a quote stands

A quote doesn't stay open forever. Put a validity period on it, commonly 30 days, so you're not held to an old price after material costs have gone up. Our guide on how long a quote should be valid covers this in more detail.

How TradeKwote helps

• TradeKwote writes a clear scope of work from your notes, so it's obvious what's included.
• You set every price. Add provisional sums as their own clearly worded lines.
• Add notes to the customer for exclusions and anything that could change the price.
• Every quote shows how long it's valid for, and customers can accept online on Pro, which gives you a clear record of what they agreed to.