A quote is a defined offer
A quote sets out the work, price and terms you are offering. If the customer accepts it, the agreed scope and price can form a contract. That is why it pays to inspect the job, check your costs and spell out assumptions before you send one.
For example, a quote for replacing a known tap model can specify the fitting, labour, disposal and total price. It should also say what is excluded, such as repairs to damaged pipework discovered after removal.
An estimate is a forecast
An estimate is useful when the final work is uncertain. It gives the customer an informed indication of likely cost, rather than pretending the price is fully known. State what the estimate is based on, what could change and when you will confirm a firm price.
Do not treat the word “estimate” as a substitute for clear communication. If you know a material risk could add cost, put it in writing and discuss it before proceeding.
Which should you use?
- Use a quote when the scope and costs can be defined with confidence.
- Use an estimate when investigation or measurements are still needed.
- If the scope changes, document the variation and get agreement before extra work.
Keep the customer on the same page
Label the document clearly as a quote or estimate. Record the assumptions, inclusions and exclusions. If you later turn an estimate into a quote, send the revised document rather than relying on a phone conversation.