What should a trade quote include?
- Your name, business and contact details, the customer and job address.
- A quote reference, issue date and a clear validity period.
- The work included, materials, quantities and labour charges.
- Exclusions and assumptions, such as access or concealed damage.
- The total price, any agreed deposit and payment stages.
- How the customer accepts, and how variations are agreed in writing.
Replace every placeholder before sending. Do not charge VAT unless registered. These files are not VAT quotes or legal contract templates; consumer rights can apply even when your quote says otherwise.
Keep changes clear before starting extra work
If the job changes, explain the new scope and price and get the customer’s agreement before proceeding. Do not rely on a vague “extras may apply” note. Keep the original quote, the accepted version and any written variations together.
For deposits, cancellation rights and work agreed at a customer’s home, check the rules that apply to your contract. A signed quote does not remove statutory consumer rights.
Business Companion: consumer contracts agreed off premisesCommon questions
Are the quote templates free?
Yes. Download and edit the Word or Excel files without an account or payment details. They are for non-VAT-registered UK sole traders.
What is the difference between a quote and an estimate?
A quote normally offers a fixed price for a defined scope. An estimate is an approximate price that may change. Make the distinction clear and agree any scope changes and additional charges with the customer before doing the extra work.
Can I use a quote as an invoice?
No. A quote proposes the work and price; an invoice requests payment. Create a separate invoice showing the work supplied and agreed charges. Keep both documents.
Do these templates submit anything to HMRC?
No. A quote is not a tax return or an MTD quarterly update. Where MTD applies, use suitable compatible software for digital records and HMRC submissions.
From an accepted quote to organised records
A quote is not earned income simply because you sent it. Invoice the agreed work and record income using the accounting method that applies to your business. Fixxa is free to download with 10 quotes or invoices combined, then free Fixxa Pay activation to continue. Payment processing fees apply. Direct HMRC submission is coming soon.