Writing a quote: what goes in it and how to get it accepted faster
A good quote (in Dutch: offerte) is more than a price: it is the document your client says yes to. A clear quote prevents arguments later and gets accepted faster. Here is what to put in it.
What must a quote contain?
- Your company details: name, address, KVK number and contact details.
- Your client’s details: company name or name, and address.
- A quote number and date: so you can refer back to it easily.
- A clear description: what exactly are you delivering, and what are you not?
- The price: per item, with VAT shown separately. For business clients you usually quote excluding VAT; for private customers you state the total including VAT.
- The validity period: valid for 14 or 30 days, for example.
- Payment and delivery terms: the payment term, and any deposit or instalments.
Is a quote binding?
As long as the client has not agreed, you can withdraw or change a quote. If the client accepts within the validity period, there is in principle an agreement and you are bound to the price and terms you named. So always put a validity date on the quote: that stops someone accepting an outdated price months later.
Getting to yes faster
- Send the quote quickly, preferably within a day or two of the conversation. The chance of acceptance drops the longer you wait.
- Keep it concrete: a clear description and a clear price beat ten pages of small print.
- Follow up: no reply after a week? A short, friendly reminder is entirely normal and lifts your hit rate considerably.
- Make large amounts manageable: for bigger jobs, offer to invoice in instalments, for example part up front and the rest on delivery.
From quote to invoice
Once the quote is accepted, you invoice on exactly the same terms and amounts. Put the quote number on the invoice as a reference. Which details are mandatory on that invoice is covered in What must a Dutch invoice contain.
In factuurmaken you create quotes in the same style as your invoices, turn an accepted quote into an invoice with one click, and can have a friendly follow-up e-mail sent automatically when a reply does not arrive. Instalment billing is agreed right on the quote too.