A useful way to make quoting more efficient is to keep the job facts together before you start pricing. Record what the customer wants, what you have measured and what still needs checking, so the same information can support your scope, quantities and quote.
Use the worksheet below for the information-gathering step. It is an internal working note, not a finished customer quote or a substitute for checking the site.
Copy this job-information worksheet
Copy this table into your own notes or document and replace the prompts with job-specific details. Write “not confirmed” where an answer is missing, then record who will check it.
| Information | What to record |
|---|---|
| Customer and contact | Name, contact details and preferred way to discuss questions. |
| Site and job | Site address, work area and a short job name. |
| Expected result | What the customer wants completed and what a finished job should include. |
| Inclusions | Preparation, supply, work, checks, clean-up and removal that you intend to include. |
| Exclusions and unknowns | Anything outside the proposed scope, unconfirmed conditions and questions requiring inspection. |
| Measurements and evidence | Dimensions with units, where each measurement was taken, and references to your photos or drawings. |
| Materials and buying units | Product/specification, measured quantity, item or pack size, who supplies it and any allowance still to be checked. |
| Access and timing | Access arrangements, occupied areas, delivery access, requested timing and work that must happen first. |
| Pricing inputs | Estimated tasks/hours, checked material prices, delivery, disposal and other applicable job costs; record the date and GST basis of supplier prices. |
| Next check | Each unresolved question, who will answer it and when you will review the information. |
Keep the customer's requested outcome separate from your assumptions. If you have not inspected an existing surface or confirmed a product, do not record it as a fact.
Business Queensland's quote-preparation guidance recommends understanding the customer's scope, resources, costs and supplier availability before quoting.
Keep measurements and buying quantities separate
A measured area, length or volume is not always the quantity you will buy. Record the unit alongside every number, then check how the supplier sells the product.
For example, metres and square metres describe different things. An item price and a pack price also need different quantities. Record pack contents, product coverage and any job-specific allowance before you calculate the material cost.
| Check | Your note |
|---|---|
| Product and specification | [Identify the intended product and any approval still needed.] |
| Measured requirement | [Quantity and unit, with the measurement reference.] |
| Buying unit | [Each, length, pack, bag or other supplier unit; record its contents or coverage.] |
| Planned purchase quantity | [Calculated quantity and any separate allowance, with a reason.] |
| Price and availability | [Supplier quote/reference, date, price basis, delivery and availability.] |
| Still to confirm | [Cuts, layout, preparation, product selection or other outstanding questions.] |
Do not use an allowance from another job automatically. Make the reason for your own quantity clear before ordering or committing to a price.
Worked example: turn missing details into a short check list
This fictional example shows how to organise information. It does not recommend a floor-covering product, installation method, purchase allowance or price.
Assume the customer wants floor covering in one rectangular room measured at 3 m by 2 m. For this example only, the supplier's proposed product is sold in packs covering 1.2 m². Product choice, layout and preparation have not yet been confirmed.
- Measured net area: 3 m × 2 m = 6 m².
- Theoretical pack count before any cutting or other allowance: 6 ÷ 1.2 = 5 packs.
- Final order quantity: not yet confirmed. The net-area calculation does not establish the quantity needed for the actual layout, cuts or site conditions.
The useful next step is to resolve the missing facts, rather than treating five packs as the final order.
| Recorded fact or question | Next action |
|---|---|
| Room measured at 3 m × 2 m | Keep the measurement reference with the job note. |
| Proposed pack coverage is 1.2 m² | Confirm the exact selected product and current supplier information. |
| Layout and cutting allowance are unresolved | Check the actual layout before deciding the purchase quantity. |
| Existing surface preparation has not been inspected | Inspect it before finalising preparation scope and labour. |
| Material price and availability are not confirmed | Obtain current pricing and availability for the checked quantity. |
There is no customer price in this example because important pricing inputs are missing. Keep the outstanding questions visible until they are answered.
Price the checked job without rebuilding every calculation
Once the scope and quantities are checked, use your established pricing method. Keep detailed labour-rate calculations in the Australian tradie hourly-rate guide, and use the material-markup guide for material selling prices.
Review travel, setup, consumables, delivery, clean-up, disposal and administration where they apply. The forgotten-costs checklist can help with that review. Check that a cost included in one part of the price has not been added again elsewhere.
If important scope or conditions remain unresolved, read quote versus estimate before deciding how to present the work and price. Explain the uncertainty instead of hiding it in a vague description.
Move the information into a template and Jirvo
Use the General Tradie Quote Template to organise the checked scope, inclusions, exclusions, prices and terms. If a trade-specific format suits the work better, choose it from the template library.
When you are ready to create the quote in Jirvo, use the existing quote button below. Quick Quote lets you enter a customer, job title, line-item descriptions, quantities, prices and notes. Transfer the relevant information manually and review it against your worksheet. Use “Add more detail” when you need the detailed quote editor.
The worksheet helps you organise the input; you still need to check the scope, prices and GST treatment of the actual quote before saving it.
Review the quote before sending
Check that:
- The customer and job details are correct.
- The scope agrees with the checked worksheet and clearly states inclusions and exclusions.
- Quantities, buying units and prices match the products and work being quoted.
- Important unknowns have been resolved or clearly explained.
- The total, applicable GST, payment terms, quote validity and acceptance method are clear.
The Australian Government's quote guide explains the key information to include in a written quote. Keep your worksheet and the final quote together so you can see which facts and assumptions supported the price.