What are quotes worth if they are not clear, professional, or convincing? If your customer has doubts or drops out due to ambiguities, the chance of conversion is small. That's why it's important to know what a quote should include — and how to properly incorporate those elements.

What is a quote?

One quote is a written proposal explaining what you offer, under what conditions, and at what price. The purpose of a quote is to provide the customer with clarity about your offer and to create a formal starting point for cooperation.
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Sometimes people ask themselves: what is a quote or what does a quote mean? Both variants refer to the same thing: a quote is a range of products or services in a business context.

And for linguists: it's the quote, not the quote.

Is a quote binding?

Is a quote binding? The short answer: usually not. A quote is not automatically binding unless you explicitly state this. Most offers are non-binding, but as soon as a customer approves the offer in writing or digitally, the offer becomes legally valid and therefore binding.
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📚 Read more about this quotes in TimeChimp.
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How long is a quote valid?

Many people wonder: how long is a quote valid? A quote usually has a validity period of 14 to 30 days. After that period, the offer expires automatically, unless otherwise agreed. Clearly state this period in your quote.

What should a quote include?

A complete quote includes:
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• Company and customer information
• Clear description of the offer
• Price per part + total amount
• VAT specification and any discounts
• Format date and period of validity
• General terms and conditions
• Possibility to agree (digitally or on paper)
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In other words: if you're looking for what should be in a quote or what should be on a quote, these are the most important elements.

What is a quote in a quote?

An estimate in a quote is an estimated amount for a component whose exact costs are not yet known. Think of material costs or hiring third parties. By adding a post, you keep room for uncertain costs without hiding them.
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📚 What is an item in a quote? In short: a reservation for uncertain costs, transparently included in your price structure.

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The 10 characteristics of a good quote

Below are the 10 most important features of a good quote:

1. A clear and personal title

The title of your quote is the first thing the customer sees. Make it concrete and personal. Example: Content Strategy Quote for TechNova B.V.. This makes the quote immediately recognisable and relevant.
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➡️ In TimeChimp, the title automatically consists of the word “Quote” followed by the description you add, such as a project name or service. This way, it remains organized and personalized.
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2. A short introduction with context

Don't start with amounts right away, but briefly outline the reason for the quote. Show that you understand customer demand and emphasize your added value.
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Example: “Following our conversation on May 14, I hereby send a proposal for optimizing your social campaigns.”
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➡️ This makes your quote more personal and convincing.
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3. Full company and customer data

Make sure that both your and the customer's data are correct. Think of name, address, Chamber of Commerce number, VAT number and contact person.
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➡️ In TimeChimp, these are automatically filled in via your company profile and customer relationships.
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4. Clear date and period of validity

How long is a quote valid? Usually 14 to 30 days. Explicitly include this on your quote so that your offer does not remain open endlessly.
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➡️ You can set a default validity in TimeChimp, for example 30 days.
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5. Clear description of your offer

What do you deliver? What is within scope — and what isn't? Be concrete: “3 posts per week on LinkedIn including images and copywriting” says more than “social media management”.
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➡️ You can describe the tasks in as much detail as possible in TimeChimp. These texts appear directly on the quote, so that your customer knows exactly what to expect.
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6. Transparent price structure

Show what it costs for each component. For example:
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• Strategy: €500
• Content production: €1,200
• Advertising budget: €300
• Clearly state whether prices include or exclude VAT.
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➡️ In TimeChimp, VAT and totals are calculated automatically.
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7. Discounts and surcharges

Name any discounts or additional costs in a clear and transparent manner. Think of introductory discounts or surcharges for urgent delivery.
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➡️ In TimeChimp, you can easily mark rules as a discount or surcharge. This way, your quote remains clear and organized for the customer.
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8. Planning and delivery time

Show when you start and how long it takes. A customer doesn't just want to know what you're doing, but also when.
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Example: “We'll start in week 24, with delivery in week 27.”
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➡️ Add a schedule as a text block or attachment to your quote.
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9. General terms and conditions

What happens in the event of a delay? What about cancellation or liability? Refer to your terms and conditions or include them as attachments or standard text.
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➡️ In TimeChimp, you can automatically place this under each quote.
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10. An easy chord option

Make it easy for customers to agree — without printing or scanning. A one-click digital signature lowers the threshold enormously.
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➡️ In TimeChimp, you can send quotes directly by email, after which the customer can sign them digitally with a signature. Fast, secure and legally valid.
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Turn your quote into an invoice

Has the project been completed? Then it's time to create and send an invoice. You use the data entered in your time registration tool to create an invoice. Because TimeChimp has links with various accounting packages, you don't have to create the invoice separately and you have all the data in one and the right place. So handy! You sends the invoice even with the tool and if the customer does not pay on time, you can easily send a payment reminder.

📚 See here how the process of quote to invoice in TimeChimp looks.

Conclusion

A quote may just seem like a price proposal, but in reality, it's much more than that. It's your first real chance to gain trust, manage expectations and appear professional. For example, ask yourself:

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• Is your offer presented clearly and comprehensibly?
• Does the customer know exactly what they're getting — and what they're not getting?
• Is it clear to both parties where they stand?
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See a quote as the foundation of good cooperation. The better you do it, the greater the chance of success. So ensure transparency, think about terms and conditions and make it as easy as possible for your customer to say “yes”.
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👉 Do you want to make quotes yourself right away? Try TimeChimp for free now.

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