Quote vs estimate

The difference in one line

A quote transfers the risk of overrun to you. An estimate leaves it with the customer. Everything else about the two documents follows from that single distinction.

This is why quoting works well for defined scopes, like replacing a known unit, and badly for exploratory work, like tracing an intermittent fault in old wiring where nobody yet knows what is behind the wall.

When to quote and when to estimate

Quote when you can see the whole job before you price it. Estimate when the scope depends on what you find, and say so plainly in writing, along with what would trigger a revised figure.

A useful middle path is a fixed price for the diagnostic visit and a quote issued afterwards for the repair. The customer gets certainty about the first commitment, and you price the second with actual information.

Getting it in writing

Put the scope, the price, the VAT treatment, the validity period and the assumptions in the document itself, and get an acceptance recorded. A verbal quote is the origin of most billing disputes in the trades.

Omni Field produces estimates and quotes as documents, captures an on-screen customer signature against them, converts an accepted quote into a job without rekeying the line items, and invoices from the completed work. Deposits and partial payments are supported through document controls.

South African practice

In South Africa, customers generally expect a written price that includes VAT where the supplier is VAT registered, and consumer protection law sets expectations around pre-agreed charges for repair work. Check the current requirements that apply to your trade and how you contract.

In practice the safest habit is simple: write the price down, state clearly whether it is fixed or indicative, state what is excluded, and get it accepted before starting.

Common questions