The quickest quote often wins the job, but quotes wait while someone turns scribbled notes into line items. With a clean price list and consistent site notes, a draft quote can be ready before the technician reaches the next job. These four steps keep pricing decisions with your estimator.
Step 1 — Tidy the price list
Goal: Give drafts a reliable set of line items.
- List your standard jobs, materials and labour rates.
- Remove duplicate and out-of-date items.
- Write the standard wording customers see for each item.
- Decide who approves quotes and who prices unusual work.
You finish with: A clean price list with standard wording.
Step 2 — Capture site notes consistently
Goal: Collect what a quote needs at every visit.
- Agree a short checklist of measurements and details per job type.
- Have technicians take photos of the key areas.
- Capture notes in one app or form, not paper.
- Check a few visits to confirm the notes are complete.
You finish with: Consistent site notes and photos.
Step 3 — Draft, review and send
Goal: Turn notes into an approved quote quickly.
- Draft the quote from the notes using the price list.
- Flag anything not covered by a standard line item.
- Have the estimator check scope, quantities and price.
- Send the approved quote and set a follow-up date.
You finish with: Approved quotes sent the same day.
Step 4 — Measure and refine
Goal: Show faster quotes and steadier pricing.
- Track time from visit to quote sent.
- Track drafts sent with light edits.
- Track acceptance rate by job type.
- Update the price list and checklist from common edits.
You finish with: Measured results and a better price list.
Common pitfalls
- A messy price list that produces messy drafts.
- Sending quotes without an estimator’s approval.
- Guessing prices for work not on the price list.
- Notes that miss the measurements a quote needs.