How To Quote Like A Professional 🧠

If you’re thinking... "I'm motivated, full of energy, and ready to take my business to the next level. What’s the next step?"

I could write an entire book on this, but I’ll assume you’ve already set up an Instagram and Facebook, created some (average) content, and have a bit of engagement. You're getting quotes, clients are calling, but you’re wondering, what separates you from the 'big guys' in the industry? Why can they charge $50k for a bathroom renovation, while you're stuck at $25k for the same work?

Well... let's set aside their 10 years of experience for a moment (you can't rush that, it comes with time), but you can certainly fast track some parts of it. Here are the exact templates I still use today and how I use them to win premium projects -

Step 1: Booking the Quote

When a client reaches out, I ask them to schedule a time using my Calendly link, which syncs directly with my Google Calendar.

Step 2: The Meeting

I show up on time to every appointment and introduce myself: “Hello, I’m Josh from The Designer Builder, great to meet you.” After a bit of small talk, I like to cut to the chase: “So, I hear you’re looking to renovate your bathroom?” At this point, they’ll usually take you to the space.

Confidence is key here. It’s not easy, but you need to project confidence with potential clients. Act like you've done this a hundred times, and let them feel that assurance from you.

Step 3: Listening

Listen carefully to what the client wants, jotting down notes on your iPad as they talk. This shows you're engaged and paying attention to the details that matter to them. Once they've finished I usually say “No worries, all sounds good. I’ll just need a few minutes to measure the room.” This is your moment to hand them your professionally printed Company Profile Booklet. I print mine through VistaPrint for around $3 each, and they’re worth every cent. These documents build trust and give clients confidence in your professionalism.

Step 4: Wrapping Up

After measuring and taking a few photos, let the client know you’ll send the quote in 24-48 hours. This timeline is important, if you deliver it in under 24 hours you will come across as desperate and if you take more than 48 hours you risk your client forgetting you, and also being like every other tradesmen that over promises and under delivers! 

Step 5: Creating the Quote

I use my Project Tracker to log all back end costs and decide how much profit I want from the job, which is usually 30-40%. This one spreadsheet tracks expected costs, actual costs, timelines, material orders, and client selections. Once everything’s in, I transfer the total dollar figure into a Xero quote.

Step 6: Finalising the Quote in Xero

Although setting up Xero can take some time (I recommend letting your accountant handle it), it’s hands down the best platform for tracking your business financials. I write the quote, export it as a PDF, and thanks to my Fee Proposals templates, I can generate a stunning quote with all my additional information that sets me apart from the competition.

---

This process has been key for me when quoting projects under $500k, and I’m confident that following it will help you lock in more work. In a competitive market it’s essential to sell yourself and your company as the perfect fit.

If you’re ready to take the next step, check out our discounted bundles to get all three documents, or just start with one and see the feedback you get from friends and potential clients.

- Josh