A quote is a document that one company sends to another, or to an individual, detailing the services to be provided and their price. The way you prepare this document will speak volumes about your professionalism to the recipient. Therefore, it can be crucial when it comes to closing the deal. In the following lines, we'll show you how to create a quote to send to your clients.
How to make a successful budget
You need to keep in mind certain tips when preparing your budget, these are:
Convey a positive image
The budget should demonstrate that your company is professional and serious. It should be clear and organized. Of course, every last detail must be carefully considered. Include your logos and make sure the budget matches your corporate image.
Drafting
The budget must be perfectly understandable. The client must have no doubts about any of the points. You should start by discussing the need you are addressing. The benefits of accepting your proposal should be another important point. Clearly specify which services are included in the budget and the agreed-upon limits. For example, if you only include "website design" without specifying further details (number of main pages, whether it includes photo editing, creation of infographics for the website, etc.), the contractor may try to demand more than you had anticipated, thus making the project unprofitable.
Price
Price is the most important part of the quote. Ultimately, it will be key to your client's decision. Everything included in your offer must be clearly stated in the proposal. It's very important to never set prices lightly. Carefully study the work to be done and the expenses you will incur. It's essential to have an adequate profit margin. You can even include a clause that addresses any unforeseen events that may arise.
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Submit your quote as soon as possible.
Keep in mind that when a client requests a quote from you, they'll likely also request one from other competing companies. If you delay your delivery, they may opt for another proposal.
Payment method.
Your budget should clearly state the payment method and deadlines. Typically, a certain amount will be requested before starting to cover your costs. Don't overlook this aspect if you don't want to run into problems when it comes time to collect.
Deadlines.
All quotes should include a delivery or completion date for the work. Try to keep it flexible and consider potential problems that may arise, establishing a safety margin. Don't forget that this aspect won't always be up to you.
How to make a budget step by step
After everything you've seen in the previous section, it's time to prepare your budget step by step. These are all the points you should include:
Company information. You must include all your information. Name or company name, tax address, and NIF (Tax Identification Number). You may also want to include other information, such as your email address or phone number, to facilitate quick contact.
Customer data. You must include the same data about your customer that you provide about your company.
Concept. This corresponds to the details of the services or products included in the quote. You should specify as many details as possible.
Amount. It's necessary to break down the total amount of the quote. That is, the total without VAT, the percentage of VAT applied, the amount it represents, and the final cost.
Completion date . If it's a product that needs to be delivered or a service that needs to be performed, the delivery or completion date, respectively, must be specified.
Payment terms . You must specify the payment method, terms, and invoice due date.
It's a good idea to summarize all the information in a schematic and visual format so that you can understand at a glance what's being offered, at what prices, and with what discounts, so you can include it at the beginning or end of the quote. In this post, we'll give you some tips for doing this in Microsoft Excel.
