#9 Win the Job First

#9 Win the Job First

For many businesses, the first document that goes out isn't an invoice. 

It's a document that creates ample space to negotiate, discuss requirements, align expectations, and ultimately win the deal. The whole of the business world calls it a Quote or, at times, an Estimate.

One of the most powerful things in business is that it allows your client to speak, understand, and truly feel the value of your product or service before billing begins.

That's why professional quotes matter more than most people realize. 

Khadija Shabbir, the CEO & Director of Prolore Digital, has shared, "Zoho Invoice allows us to create professional-looking estimates that reflect our brand and make the best first impression".

A well-crafted quote doesn't just communicate pricing. It communicates professionalism.

Go to Quotes -> +New Quote

Ensure to fill in the important fields such as

  • Customer details

  • Estimate date & expiry date

  • Item/service breakdown

  • Quantity & pricing

  • Taxes & discounts

  • Customer Notes

  • Terms & Condition

These small details help clients clearly understand what they are paying for, how pricing is structured and what happens next.


The quote will be converted to an invoice once it's approved.

Let's look at some of the common avenues where Quotes are used effectively.

A freelance web designer is discussing a website redesign project with a prospective client. The client likes the proposal but wants to review the pricing and scope before committing.

"Do I need to create an invoice now, or is there a way to send a proposal first?"

Not at all. This is exactly where estimates come in. A designer can create a professional quote that outlines the project scope, timeline and pricing, then send it to the client for review. If the client requests changes, the designer can set up a discussion over the quote. Once it's approved, the designer can convert the quote into an invoice without reentering any details.

An air conditioning service company receives a request from a corporate office to service and upgrade multiple units. Before starting the work, the maintenance team wants a complete cost breakdown for internal approval.

"How do I show the client the expected cost before any work begins?"

Simple. Create a quote that includes inspection charges, replacement costs, labour charges, and any terms of service. The client can review and approve the quote before the work starts. Once the job is completed, the approved quote can be converted into an invoice, ensuring the final bill matches what was agreed upon.   

Professional quotes avoid pricing disputes, set clear expectations, and create a smoother path from proposal to payment.  
Notes

Important Action:

When creating a quote, it's important to set an Expiry Date and clearly define the Terms & Conditions.

These two details directly influence how clients evaluate and respond to your proposal.

A clear expiry date creates urgency, prevents outdated pricing from being accepted months later, and helps clients know when a decision is required.

Likewise, terms and conditions clarify what's included in the quote, outline assumptions, and set expectations before work begins.  

Info

Things to Remember

Before sending a quote, take a moment to review the scope of work, price breakdown, expiry date and customer details.

IdeaPro-tip: Allowing multiple options to accept, such as the Customer Portal, public link, etc., encourages clients to review more easily. Clients can view estimate details and accept them online, giving you a clear record of approval, and use the comment section for any negotiation instead of sending back-and-forth emails.

WarningWatch out: Forgetting to include taxes, discounts, or additional charges in the quote may lead to unexpected differences when the final invoice is issued. Review all pricing components before sending the quote. 



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