Estimate vs Quote in the UK: What Should You Send a Customer?
The useful document is the one that describes the current level of certainty honestly. This educational guide is not legal advice.
Practical difference
An estimate is commonly used as an informed indication when quantities, access or scope are not fully known. A quotation normally presents a more defined price for a defined scope. The legal effect depends on the facts, wording, communications and applicable law, so avoid absolute statements about every quote.
When each may fit
An estimate may suit diagnostic, exploratory or early-stage work. A quotation may suit a surveyed job with chosen specification and known quantities. If important facts remain unknown, state them rather than hiding uncertainty in a fixed-looking number.
Scope, assumptions and exclusions
Describe what is included, the specification, customer responsibilities, access and working conditions. Record exclusions such as hidden defects or remedial work. A validity period helps manage changing supplier prices and availability.
Variations and acceptance
Explain how additional or changed work will be described, priced and accepted before it proceeds where practicable. Record customer acceptance in a durable form and make deposit timing and refund/cancellation wording clear and appropriate to the circumstances.
Moving to an invoice
When work reaches the relevant billing point, carry across the agreed scope, approved variations, payments already received and correct VAT treatment. An invoice should not silently rewrite the quotation. Seek qualified legal advice for binding terms or disputes.
Continue from guidance to your own figures
Use the free calculator with your own costs. Document credit use varies by the document type shown inside Cloudfyre.