JGID-QUOTE-002 – Building a Professional Quote

JGID-QUOTE-002 – Building a Professional Quote

Purpose

Once you understand the JGID Quote Framework, the next step is learning how to build a professional quote.

While every business and every project is different, experienced Users generally follow the same workflow.

This article explains the recommended process for creating clear, professional and well-structured quotations in JGID.

The Recommended Workflow

A professional quote isn't written from top to bottom.

Instead, each section builds upon the information gathered during the previous step.

Opportunity / Site Visit
          │
          ▼
Items
          │
          ▼
Checklist
          │
          ▼
Clauses
          │
          ▼
Provided by Your Company
          │
          ▼
Provided by Others
          │
          ▼
Introduction
          │
          ▼
Conditions & Details
          │
          ▼
Preview
          │
          ▼
Quote Complete

If the Client requests changes after receiving the quote, create a new Quote Version rather than replacing the original quotation.

Step 1 – Collect Good Information

A great quote starts long before you begin writing it.

Most of the information required for a professional quotation should be gathered during the Opportunity stage, particularly during the site visit.

Collecting accurate information now will save time later and reduce unnecessary revisions.

Consider collecting:

• Site photographs.
• Measurements.
• Existing conditions.
• Access requirements.
• Safety considerations.
• Client expectations.
• Drawings or reference documents.
• Existing equipment or assets.

Remember that this information isn't just used for the quote.

It also becomes valuable when the Job is scheduled and the field team arrives on site.

The more complete your information is during the Opportunity stage, the smoother the entire project will be.

Step 2 – Build the Items

Items form the foundation of your quote.

Think of each Item as a logical piece of work that can be:

• estimated separately
• scheduled separately
• tracked separately
• invoiced separately

Rather than thinking about pricing first, think about breaking the project into manageable sections.

A well-structured quote is usually much easier to understand than one containing a single large Item.

Step 3 – Complete the Checklist

Once your Items have been created, complete the Checklist.

The Checklist helps identify important project requirements such as:

• Access requirements.
• Environmental considerations.
• Services required.
• Equipment and instruments.
• Safety requirements.
• Site conditions.

Many Checklist selections automatically recommend appropriate Clauses and "Provided by" statements.

Rather than manually remembering every possible condition, the Checklist helps ensure important information isn't overlooked.

Step 4 – Review the Clauses

Based on your Checklist selections, JGID may automatically recommend relevant Clauses.

Review each Clause and decide whether it should appear in this quote.

You can:

• keep automatically suggested Clauses
• hide individual Clauses using the Eye icon
• add additional custom Clauses specific to the project

Only include Clauses that genuinely apply to this project.

Step 5 – Review "Provided by Your Company"

Next, review everything your company will supply.

This section may include automatically generated content based on your Checklist selections.

You can:

• keep suggested entries
• hide individual entries using the Eye icon
• add additional custom inclusions

Ensure this section clearly defines everything included within your quotation.

Step 6 – Review "Provided by Others"

Now review everything expected from the Client or other contractors.

Like the previous section, entries may be automatically suggested based on your Checklist selections.

You can:

• keep suggested entries
• hide individual entries using the Eye icon
• add custom responsibilities where required

Clearly documenting Client responsibilities helps reduce misunderstandings later.

Step 7 – Write the Introduction

Now that the proposal is complete, write the Introduction.

The Introduction should summarise:

• the project
• the proposed solution
• any important background information
• the overall outcome

Many businesses also include:

• project photographs
• company branding
• relevant imagery

Because the rest of the proposal has already been completed, writing the Introduction now is usually much easier.

Step 8 – Review Conditions & Details

Before finalising the quote, review the document settings.

Depending on your requirements, you may choose to:

• Show or hide the Quote Total.
• Change the document title from Quote to Estimate, Proposal or another label.
• Review other document presentation options.

These settings affect how the finished document is presented to your Client.

Step 9 – Preview the Quote

Always preview your quote before sending it.

Review the document from the Client's perspective.

Check that:

• the layout flows logically
• photographs appear correctly
• Items are clear
• responsibilities are accurate
• Clauses are appropriate
• spelling and grammar are correct

A final review often identifies small improvements before the Client sees the proposal.

Step 10 – Quote Complete

Once you're happy with the finished proposal, it's ready to send to your Client.

Remember that the quote represents your company.

A professional, well-presented quote inspires confidence and helps the Client understand exactly what is being proposed.

Quote Revisions

It is common for Clients to request changes during the quoting process.

Rather than replacing your original quotation, create a new Quote Version.

Quote Versions allow you to:

• preserve the original proposal
• compare different options
• maintain a history of changes
• discuss revisions with the Client confidently

Each version becomes part of the project's quoting history.

Summary

Building a professional quote is a structured process.

By following the recommended workflow, you'll create proposals that are:

• easier to understand
• more consistent
• more professional
• easier to execute once the work is won

Remember:

The quality of a quote is usually determined long before the Client sees the final PDF. Good information, logical Items and careful review create great proposals.

Related Articles

Previous Reading

• JGID-QUOTE-001 – The JGID Quote Framework

Next Recommended Reading

• JGID-QUOTE-003 – How Clients Read a Quote