A quotation is not just a price list; it's a sales document. It's often the final piece of communication a client reviews before deciding whether to hire you or your competitor. A professional, clear, and persuasive quote can be the difference-maker.
1. It's a "Quotation," Not an "Invoice"
This is the most basic, yet most common, mistake. An invoice is a bill. A quotation is an offer. Sending a document titled "Invoice" before work has started is jarring and looks amateur. Clearly label your document "Quotation" or "Estimate."
2. Don't Just List Prices, Re-state the Value
Don't assume the client remembers everything you discussed. Use the line items to reinforce the value you provide.
- Bad Line Item: "Website Design" - $5,000
- Good Line Item: "5-Page Responsive Website Design (Home, About, Services, Blog, Contact) with SEO Setup & 2 Rounds of Revisions" - $5,000
The second example reminds the client of the *full scope* of what they're getting, making the price feel justified.
3. Protect Yourself with Terms & Conditions
Your quotation is the perfect place to set boundaries *before* the project begins. This is how you prevent "scope creep"—the slow, endless addition of "just one more thing."
Clear terms are your best defense against an unclear client.
Your "Terms & Conditions" section should include:
- A "Valid Until" Date: "This quotation is valid for 30 days." This protects you from price changes.
- Revision Limits: "Includes two (2) rounds of revisions. Additional revisions will be billed at $100/hour."
- Payment Schedule: "50% deposit required to begin work. 50% due upon project completion."
- What's *Not* Included: "This quote does not include website hosting, domain purchase, or content writing."
Using a tool like the SmoothLedger Quotation Generator gives you dedicated fields for all this information, making you look organized and professional every time.