How to write a quote
- Add your details and the client's name.
- Give the quote a number and a date it is valid until, usually 2 to 4 weeks.
- Add one line for each part of the job, with quantity and price. Be specific: "3 product reels, 30 seconds each" is better than "video content".
- Set the payment schedule, for example 50% to book and 50% on delivery. Each payment is worked out from the total.
- Write what is included and what is not, how many revision rounds you include, and what happens if the scope changes.
- Download the PDF and send it.
What a good quote includes
- A clear scope: what you will deliver, how many, and in what format.
- What is not included, so extra requests are easy to price later.
- Revision rounds: how many are included and what an extra round costs.
- Price and payment schedule, including any deposit.
- A valid-until date, so an old price can't be accepted months later.
- Timing: when you can start and when you expect to deliver.
Quote or estimate?
A quote is a fixed price for a defined scope: if the client accepts it, that is the price. An estimate is a best guess that can change as the work becomes clearer. For creative and development work, a quote with a clear scope and a price for extras usually avoids more arguments than an estimate.
Why ask for a deposit
A deposit confirms the client is serious, covers your time if they cancel, and pays for costs you have before delivery. Common schedules are 50% to book and 50% on delivery, or 40%, 40% and 20% across the stages of a bigger project. Put the schedule on the quote so it is agreed before the work starts.
Let clients accept online
A PDF still needs an email back and forth before work starts. In Kanvo, you send the quote as a link. The client reads it on their phone and accepts by typing their name, and the project and its invoices are set up for you. You can also see when they opened it. Kanvo is free for up to 3 clients.