7 Quoting Mistakes Tradies Make That Cost Them Thousands (And How to Fix Them)
Quoting is one of the most important skills in your business — and most tradies never properly learn it. They just wing it based on gut feel, copy what their old boss did, or underprice because they're scared of losing the job.
If your quotes aren't converting at 50-70% or you're winning jobs but barely making money, one or more of these mistakes is probably why.
Mistake 1: Not Including All Your Costs
This one kills margin silently. You quote the labour and materials, but forget to include:
- Your time driving to quote and to the job
- Disposal and rubbish removal
- Fuel
- Consumables (fixings, tape, sealant, grinding discs)
- Machine hire if needed
- Waste levy or dump fees
- Your time doing the quote itself
A job that looks like a $1,200 profit on paper can come out at $600 once you add up what you actually spent to complete it.
Fix: Build a cost checklist for every job type you quote. Before you submit a quote, run through the list. Make it a habit.
Mistake 2: Quoting Too Fast
You see the job, you know what it involves, you fire off a number. But you missed the access issue. Or the old piping that needs replacing. Or the fact that the ceiling has to come down to reach the faulty wiring.
Rushing quotes means you discover problems mid-job — and then you either wear the cost or have an uncomfortable conversation with the customer about variations.
Fix: Do a proper site inspection before every significant job. Ask: What could go wrong? What am I not seeing? What assumptions am I making? Build a contingency buffer into jobs with unknowns.
Mistake 3: Not Following Up Quotes
You send the quote. They say "we'll think about it." You move on and forget about it.
A week later, your competitor calls them. They were just waiting to see who cared enough to follow up. Your competitor gets the job.
Research consistently shows that 80% of sales require at least 5 follow-up touches. Most tradies do one — the quote — and give up.
Fix: Set up a follow-up sequence. Day 3 after sending: a text checking if they have questions. Day 7: another check-in. Day 14: a final follow-up mentioning your schedule is filling up. You'll recover 20-30% of quotes you'd otherwise have lost.
Mistake 4: Competing Only on Price
When a customer says "can you do it cheaper?" your first instinct might be to drop your price. Don't.
Customers who push hard on price before the job starts are often the hardest to deal with during it. They'll want extras for free, they'll complain about things that weren't in scope, and they'll dispute your invoice.
More importantly, you're undercutting your own margin — and potentially your business's viability.
Fix: When asked to go cheaper, instead explain your value. "We include a full cleanup and disposal in that price, use [quality brand] materials, and are licensed and insured. I can adjust the price by removing [specific item] if that helps — let me know what you'd like to drop." This approach either holds the price or clarifies the trade-off.
Mistake 5: Not Having Quote Terms and Conditions
You quote $4,800. They agree. You start the job. Then the scope creeps — they want extra work added, materials changed, or the timeline pushed out. Because you had no written terms, you've got no protection.
This is how disputes happen. And disputes cost you time, money, and stress.
Fix: Every quote should include: - A clear scope of work (what's included AND what's excluded) - Your payment terms (deposit required, progress payments, final payment due date) - Variation policy (extra work charged at an agreed rate) - Quote validity period (quotes expire after 30 days is standard) - What happens if conditions on site differ from what was quoted
Even a simple one-page document protects you.
Mistake 6: Sending Quotes That Look Amateur
Your work is excellent. But your quote is a blurry screenshot of a spreadsheet, or a scribbled figure on a notepad photo.
Customers form opinions about your professionalism before you even start the job. If your quote looks sloppy, they'll wonder if your work is too.
Fix: Use quoting software. Options like Fergus, ServiceM8, Tradify, or Kabooyaa let you create professional, branded PDF quotes in minutes. They look credible, they're easy for customers to accept, and they record everything digitally.
Mistake 7: Not Tracking Your Quote Conversion Rate
Do you know what percentage of your quotes convert to jobs? If not, you're flying blind.
If you're converting at 30%, you're either pricing too high for your market or your quotes are losing on presentation or follow-up. If you're converting at 90%, you're probably underpriced and leaving money on the table.
Fix: Track every quote you send. Record whether it converted or not, and if it didn't, find out why. Most CRM systems will do this automatically — every quote sent, every job won, tracked in one place. Review your conversion rate monthly and adjust accordingly.
The Fix Starts With a System
All seven of these mistakes share a common root: doing everything in your head or on scraps of paper.
When you have a quoting system — a checklist, a follow-up sequence, professional quote templates, and a CRM tracking everything — you stop making these errors. The quotes go out faster, look more professional, and convert more often.
Your competitors are still winging it. That's your opportunity.
Frequently Asked Questions
What's a good quote conversion rate for tradies? A healthy conversion rate depends on your trade and market. Generally, 50-70% is considered solid. Below 40% suggests pricing or presentation issues. Above 80% might mean you're underpricing.
Should I charge for quotes? For large jobs (full reroofs, extensions, major renovations), yes — a site inspection fee of $100-$200 is reasonable and filters out tyre-kickers. For small to medium jobs, free quotes are the industry norm in Australia. If you do charge, make it refundable upon booking.
How long should a quote be valid for? 30 days is standard for most trades. Material prices fluctuate, so locking in a price for more than that is a risk. State this clearly in your quote terms.
What should I do when a customer ghosts me after I send a quote? Follow up twice more (at 7 and 14 days) with a short, no-pressure message. Something like: "Hey [Name], just checking in on the quote I sent last week — happy to answer any questions or adjust if anything's changed." If they still don't respond after that, move on.
How do I handle customers who want to negotiate on price? Don't just drop the number. Instead, ask what their budget is and adjust the scope to match it. Remove something from the quote rather than discounting the same work. This protects your margin and teaches customers that your pricing reflects the work, not a starting-point for haggling.