Home page / Starting a business / Pitfalls and tips / Article

How to draw up a quotation?

#enterprise

#traps & tips

4 MIN

A quotation enables potential customers to estimate the time and cost of the services they require. By comparing several documents of this type, they are better able to project themselves, which is why it's so important to write them properly. Let SeDomicilier show you what you need to know to draw up a convincing estimate!

Mandatory information on a quotation
The different techniques for drawing up a quotation

No time to read everything?

Read the summary

The quotation is an asset for your company, because it makes it easier to convince your customers.
There are a number of compulsory details to be taken into account when drawing up a good estimate.
You can use quotation templates or billing software to create this document.
The estimate may be subject to a charge.

Mandatory information on a quotation

Unlike its form, the content of a quotation is strictly regulated by law. You must include several items of information. Download a template for inspiration, or draw up your own document to suit your needs. Be sure to include the legal status of your structure, as well as :

the date of issue,
name and address,
individual VAT identification number,
the customer's name and address.

The wording of each service or item, the start date and the duration of the service are essential to obtain a valid quotation. The same applies to the price of labor, travel expenses, and the quantity and unit price of the goods or services requested by the customer.

Don't forget to include the terms of delivery, payment and performance of the contract, as well as the amount to be paid before and after tax, including VAT. This will make it easier for you to draw up an invoice if the customer accepts your quotation.

Merchants are required to include their RCS number and the name of the town in which their registry office is located on their quotations. Craftsmen, on the other hand, are required to include their Répertoire des métiers number.

The absence of any of these compulsory details is punishable by a fine of up to 1,500 euros.

The different techniques for drawing up a quotation

The first step in drawing up a good quotation is to study the customer's needs in advance, in order to put a precise figure on his request. Although important, price estimation must be carried out with care.

Payment by the hour or by the day, estimate of working time, nature of the service... The content of the estimate should be very detailed in anticipation of the invoice associated with the proposed service. You also need to be as transparent as possible, because the estimate is the first step towards invoicing for your services.

Quotation templates can help you draw up your document free of charge. We recommend that you download several versions in PDF or Word format and select the template that converts best!

Microsoft offers free, high-quality quotation templates for businesses and contractors. These templates are easy to use and customize, allowing you to create professional quotations in minutes. They are designed to suit different types of businesses and projects, and are available in many different formats. Microsoft's quotation templates are an excellent choice for contractors looking to improve the appearance of their quotations and save time in their creation.

On the other hand, Excel software offers a complete solution for creating quotations, thanks to its spreadsheet formulas. Unlike quotation templates, it is possible to automate price estimation. However, depending on your activities, it may be preferable to use an invoicing software package.

Thanks to this tool's professional management service, you'll be able to draw up your quotes and invoices online from the same interface! The design, company details and estimated quantity of products are all taken into account.

The best professional invoicing software offers advanced customization options for both quotes and invoices. In addition to managing your accounts, you'll be able to offer free, high-quality quotations to keep your customers' attention.

What criteria should I take into account when drawing up a quotation?

Mandatory information, payment terms, endorsements... For a quotation to have any legal value, it must be drawn up according to the rules of the trade. Here are three criteria to consider!

1. Mentions

In addition to the essential elements of a well-written quotation, it's a good idea to add some information to make your offer as detailed as possible. Don't hesitate to indicate the technique used to determine the service time or to calculate travel costs. Mention a deadline for services, and indicate a late payment penalty for each additional day. You should also include a revision clause, so that you can draw up a fair invoice in the event of a rise in the price of raw materials used in the construction of a building.

2. Endorsements

This is an important criterion to ensure that you are paid for all the work carried out. Endorsements allow the contractor to take into account additional work or details in the performance of a service. This makes it possible to modify the initial estimate without surprising the customer.

3. Cost of quotation

As a general rule, estimates are free of charge, as they are a marketing tool prior to invoicing. The professional can, however, charge for this document. In this way, the cost of the estimate will be deducted from the total cost of the service if the customer approves its content.

Frequently asked questions

What is the purpose of a quotation?

Prospects compare numerous quotes online before choosing a service provider. The presentation of this document can make all the difference to their decision. In other words, a well-prepared quotation guarantees a good impression and establishes a first level of trust with the potential customer.

Why is it important to present a quote with care?

A quotation lends credibility to the customer relationship. It makes it easy for the customer to understand your offer, and reassures them of the quality of your services. In legal terms, once signed, the quotation has the value of a contract, which is of real commercial interest.

Editorial staff

le 17 janvier 2023 et mis à jour le 3 avril 2023

Domicile your company in Paris in less than 5 minutes!

I'm domiciled