Sending a solid quote is half the sale. A vague one-liner in a WhatsApp message often gets ignored — a proper PDF with your logo, clear line items and payment terms gets accepted. In this guide we show you exactly what every construction quote needs, how to price it, and how to generate the PDF in seconds.
What every construction quote must contain
Whether you're a solo contractor or a small builder, every quote needs the same core sections. Missing one? Your client has an excuse to delay or negotiate.
| Section | Why it matters |
|---|---|
| Your business details | Name, address, VAT, Chamber of Commerce, IBAN — makes the quote legally solid |
| Client details | Name, address, project location — no confusion later |
| Quote number & date | For your own admin and the client's records |
| Valid-until date | Prices change — set a deadline so it doesn't expire on you |
| Line items | Description, quantity, unit price, total per line |
| Subtotal / discount / VAT / total | Client wants to see the breakdown, not just the final number |
| Payment terms | Days after invoice, deposits, IBAN — sets clear expectations |
| Signature line | Space for client to accept and return |
Step 1: Measure and calculate materials first
Before you can quote anything, you need accurate quantities. Guessing material amounts is the #1 reason quotes turn into losses. Measure the surfaces, add cut waste, and convert to real units (m², m³, litres, pieces).
💡 Save the calculation, then quote
In BuildExact you first save each measurement as a project card (area, paint, tiles, concrete). Then the quote builder pulls those numbers into ready-made line items — no double entry, no math errors.
Step 2: Price each line properly
For each line item you need quantity × unit price. Unit prices come from three places:
- Material cost per unit — check with your supplier or use a saved materials library so prices auto-fill.
- Labor — either hourly (hours × rate) or as a fixed fee per m² if you have your own rules of thumb.
- Extras — waste allowance, disposal costs, transport, tool rental. Include them or absorb them, but decide up front.
Step 3: Add labor as its own line
Even if you priced everything per m², add a separate labor line. It's transparent and it makes negotiations easier — if a client pushes back on price, you can adjust hours instead of touching material costs.
Step 4: Discount, VAT and grand total
Round out the quote with three totals that most clients look at first:
- Subtotal — sum of all lines + labor
- Discount — optional, applied as a percentage on the subtotal
- VAT — 21% in the Netherlands (9% for certain renovations after 2 years)
- Grand total — the big bold number, in brand colour
Step 5: Payment terms & validity
Two dates matter:
- Valid until — typically 14 or 30 days. After that you can revise the price if material costs jumped.
- Payment terms — 14, 30 or 60 days after invoice. Print your IBAN clearly so there's no excuse to delay payment.
Step 6: Signature line
Add a signature line at the bottom for both parties — your own signature (auto-added from your business profile) and a blank line for the client to sign and return. A signed quote is legally much stronger than a verbal agreement.
✍️ Digital signature
Draw your signature once in BuildExact's business profile. It gets stamped onto every quote PDF automatically — no more scanning or printing.
Full example: a bathroom renovation quote
Quote for a bathroom of 2.5 × 3.0 m with new tiles, paint and 12 hours of labor:
| Description | Qty | Unit | Price | Total |
|---|---|---|---|---|
| Tiles 30×60 (incl. 10% waste) | 8.25 | m² | €24.50 | €202.13 |
| Grout & adhesive | 1 | set | €45.00 | €45.00 |
| Wall paint (2 coats) | 4 | L | €22.00 | €88.00 |
| Labor | 12 | h | €65.00 | €780.00 |
- Subtotal: €1,115.13
- VAT 21%: €234.18
- Grand total: €1,349.31
📄 Generate this quote in 60 seconds
BuildExact turns any project into a branded PDF quote — with your logo, VAT, signature, payment terms and automatic quote numbering. Preview before you send, and track status per client (Draft / Sent / Accepted / Rejected).
Download free5 quick tips to win more quotes
- Send fast. Most clients pick the first solid quote. Aim for same-day PDF delivery.
- Break down every line. Clients trust detail. One line saying "renovation" screams overcharge.
- Add a personal intro. Two sentences at the top ("Thanks for the visit last Tuesday…") lifts you above the copy-paste crowd.
- Follow up after 3 days. Track quote status per client — a friendly nudge often closes the deal.
- Always sign. A hand-drawn signature at the bottom builds trust instantly.
Summary
A winning construction quote needs 8 core sections, clear pricing per line, and a professional PDF layout with your branding. Do it manually and it takes 30–60 minutes; do it in BuildExact and it's ready in under 2. Save every quote per client, track status, and get more jobs.