Why Quoting Often Takes Longer Than the Job (And How to Fix It)

1. Re-typing Similar Quotes Repeatedly

How many times have you quoted "replace bathroom tap" this year? Probably dozens. Yet you're typing the description, pricing breakdown, and terms from scratch every time.

Time wasted: 15-20 minutes per quote.

2. No Standard Job Templates

Without templates, every quote is a blank page. You're making pricing decisions on the fly rather than referencing your proven rates.

Common mistakes:

• Forgetting to include VAT
• Underpricing because you forgot about overhead costs
• Inconsistent pricing between similar jobs (confuses clients who talk to each other)

3. Unclear Material Costs

You're guessing at supplier prices or spending time looking them up every single quote.

Time wasted: 10-15 minutes per quote searching Screwfix/Plumb Center prices.

4. Forgetting to Follow Up Sent Quotes

You send a quote, the client says "I'll think about it," and you forget to follow up. A week later, they've gone with someone else who called them back.

Research shows that 80% of sales require 5 follow-ups, yet 44% of salespeople give up after one follow-up³. This applies directly to trade quotes.

Scenario: You're a sparky who sends 15 quotes per month

• Time per quote (current manual process): 45 minutes
• Total monthly time: 11.25 hours
• Your hourly rate: £50/hour
• Monthly opportunity cost: £562.50

That's £6,750/year spent on admin that could be spent earning.

It's not just the time either. It's the frustration, the Sunday evenings spent catching up, the quotes that arrive too late to win the job.

Every hour you spend retyping quotes is an hour you're not on the tools making money.

Sarah, an electrician from Manchester, used to spend Sunday evenings catching up on quotes from the week:

"I'd have a pile of job details on scraps of paper. I'd spend 2-3 hours every Sunday typing quotes. It felt like a part-time job I wasn't paid for. The worst bit? I'd send them Monday morning and by then, two other electricians had already quoted."

After implementing a template system:

• Quote creation time: 45 minutes → 12 minutes (73% reduction)
• Quote acceptance rate: 35% → 52% (faster response time)
• Sunday evenings: Back with the family

The difference wasn't just the time saved. It was getting quotes out while the customer still remembered her, while the job was fresh in their mind.

1. Create Job Templates for Common Work

Build a library of your most common jobs with standard pricing.

Example Template: "Standard Kitchen Socket Installation"

• Labour: 2 hours @ £50/hour = £100
• Materials: Double socket (13A) = £8, Back box = £3, Cable (per metre) = £2.50, Sundries = £5
• Subtotal: £118.50
• VAT (20%): £23.70
• Total: £142.20

Create templates for your top 10 most-quoted jobs. This covers 80% of your work instantly.

2. Use a Simple Pricing Formula

Winning formula: Labour + Materials + Overhead (10-15%) + Profit Margin (20-30%)

Be consistent. If you charge £50/hour for standard electrical work, charge it on every standard job. Only adjust for:

• Complexity (difficult access, specialist skills)
• Urgency (emergency call-outs)
• Client type (commercial vs residential)

3. Follow Up Every Quote Within 48 Hours

Don't wait for clients to chase you. Set a simple routine:

• Day 0: Send quote by email (same day as site visit if possible)
• Day 2: SMS follow-up: "Hi John, just checking you received my quote for the rewiring? Happy to answer any questions."
• Day 7: Phone call if no response
• Day 14: Final "this quote expires" reminder

Why this works: Checkatrade research shows that prompt communication is the #1 factor in hiring decisions after price².

4. Include Everything in One Clear Document

Your quote should answer these questions without the client needing to call you:

• ✅ Exactly what work is included
• ✅ What materials you'll use (brand/quality)
• ✅ How long it will take
• ✅ Total price including VAT (itemised)
• ✅ Payment terms (deposit, final payment timing)
• ✅ When you can start
• ✅ How long the quote is valid for

5. Make It Easy to Say Yes

Include a simple acceptance line: "To accept this quote, simply reply 'YES' to this email or text me on [number]. I can start as soon as [date]."

Remove friction. Don't make clients print, sign, and scan documents.

Here's the thing about fast, professional quotes: they don't just save you time.

They win you more work.

When a homeowner gets three quotes:

• Quote 1 arrives same day, clear pricing, easy to accept
• Quote 2 arrives three days later, handwritten, needs clarification
• Quote 3 arrives a week later (you forgot to send it)

Which tradesperson looks most professional? Which one are they most likely to hire?

It's not always the cheapest. It's the one who made it easiest.

Fast quoting isn't about rushing. It's about having systems that let you respond quickly while maintaining quality.

The trades who quote fastest aren't working harder. They're working smarter with templates, standard pricing, and software that does the boring bits automatically.

Mistake #1: Making quotes too complicated

You don't need 15 line items for a simple job. Clear and simple beats detailed and confusing.

Mistake #2: Forgetting to mention what's NOT included

"Kitchen rewire" could mean different things to different people. Be explicit:

• "Includes: rewiring, new consumer unit, testing and certification"
• "Does NOT include: plastering, decorating, or moving appliances"

Prevents disputes later.

Mistake #3: No expiry date

Quotes should have a validity period: "This quote is valid for 30 days from [date]. Material prices may change after this date."

Protects you from price increases and encourages clients to make a decision.

Mistake #4: Verbal quotes without follow-up

Customer rings: "How much to replace a radiator?" You: "Probably around £350 plus VAT."

Two weeks later they're annoyed because you quoted £450 after seeing the job.

Always follow up verbal estimates with a proper written quote.

Mistake #5: Not tracking quote success rates

If you're sending 20 quotes a month and only winning 3, something's wrong. Either your pricing is off, your quotes are unclear, or you're quoting the wrong jobs.

Track what works. Adjust what doesn't.

Honest answer: It depends.

If you're doing 2-3 quotes a week and happy with a Word template? You'll probably be fine.

But if any of these sound familiar:

• You're spending hours every week creating quotes
• You forget to follow up on sent quotes
• Your quotes are inconsistent in pricing or format
• Customers complain quotes arrive too slowly
• You're losing work to faster competitors

Then proper quoting software makes a real difference.

What actually helps:

Speed — can you create a quote in under 5 minutes?

Most trade software has template libraries. Click, adjust, send. Done.

Professional presentation — does it look the part?

Branded quotes with your logo and business details. Automatically formatted. VAT calculated correctly.

Makes you look more professional than handwritten quotes or Word docs.

Quote tracking — can you see what's been sent, accepted, or rejected?

At a glance, not by scrolling through emails and texts.

Especially useful for following up. "Quote sent 5 days ago, no response" → automatic reminder.

Integration — does it connect to your invoicing?

Once a quote's accepted, can you convert it to an invoice with one click?

No retyping job details, pricing, customer information.

How much does it cost?

Trade-specific software usually runs £10–30/month.

If it saves you even 5 hours a month? That's £200+ of your time at £40/hour.

If it helps you win just one extra job a month because your quotes arrive faster and look more professional?

Pays for itself immediately.

Quoting shouldn't take longer than the job itself.

The trades who quote quickly and professionally:

• Use templates for common jobs (80% of quotes sorted)
• Have standard pricing they stick to
• Send quotes same-day when possible
• Follow up within 48 hours
• Make it stupidly easy for customers to say yes

You don't need to be faster at typing.

You need a system that makes quoting automatic.

Three key numbers to remember:

• 41% of customers complain about unclear quotes¹
• 68% get 3+ quotes before choosing²
• 80% of sales need 5 follow-ups³

The tradesperson who quotes clearly, quickly, and follows up professionally wins the work.

Not because they're cheaper.

Because they made it easier for the customer to choose them.

¹ PHAM News - UK Trade Customer Survey (2024)

² Checkatrade - Homeowner Research Report (2024)

³ National Sales Executive Association - Follow-up Statistics (2023)