How to Make a Quote for a Tradie Business in New Zealand

To make a quote for a tradie business in New Zealand, you need to itemise materials, labour, and any extra costs, add your profit margin, and include GST if you are registered. The final quote should be clear, professional, and include terms and a validity period. This article explains why quoting is important for tradies, gives step-by-step instructions to prepare a quote, shows a worked example with realistic NZD figures, highlights common quoting mistakes, and describes how HelloGrowthCRM can simplify the process.

Why this comes up / what goes wrong

Tradies often lose potential jobs because their quotes are late, unclear, or incomplete. Small business owners juggling site work, supplier calls, and admin may rush quotes or send them via text or email without a professional format. This can confuse customers or cause missed details like GST or terms. Without a clear quoting process, tradies risk undercharging or losing business to competitors who provide faster, clearer quotes. Many tradies also struggle to track which quotes have been sent, viewed, or accepted, leading to follow-up delays and lost leads.

Step-by-step

1. Gather job details: Confirm the full scope with the customer, including materials, labour hours, and any subcontractors.
2. List materials and costs: Write down each material needed with its supplier cost. Verify prices with current supplier quotes or invoices.
3. Calculate labour costs: Multiply the estimated hours by your hourly labour rate. Include any overtime or specialised labour premiums.
4. Add other expenses: Include travel, equipment hire, permits, or disposal fees.
5. Calculate subtotal: Add materials, labour, and other expenses.
6. Add profit margin: Apply your desired profit percentage to the subtotal.
7. Add GST if registered: Calculate GST at the current rate on the subtotal plus profit.
8. Write the total price: Sum subtotal, profit, and GST for the final quote amount.
9. Include terms and conditions: State payment terms, quote validity (e.g., 30 days), and any exclusions.
10. Format the quote professionally: Use your business logo, contact details, date, and a unique quote number.
11. Send and track the quote: Deliver by email or a quoting tool, and note the date sent for follow-up.

Check each step carefully to avoid missing costs or miscalculations. Keep a copy of the quote for your records.

Example (fictional figures)

A Wellington-based electrician prepares a quote for a residential wiring job dated 15/06/2024.

• Materials cost:
• Cable and fittings: NZ$1,200
• Switches and outlets: NZ$800
• Labour:
• Estimated 40 hours × NZ$60/hour = NZ$2,400
• Other expenses:
• Equipment hire: NZ$150
• Subtotal = NZ$1,200 + NZ$800 + NZ$2,400 + NZ$150 = NZ$4,550
• Profit margin (15%) = NZ$4,550 × 15% = NZ$682.50
• Subtotal plus profit = NZ$4,550 + NZ$682.50 = NZ$5,232.50
• GST (assumed illustrative rate 15%) = NZ$5,232.50 × 15% = NZ$784.88
• Total quote price = NZ$5,232.50 + NZ$784.88 = NZ$6,017.38

The quote document includes payment terms (14 days), validity (30 days), contact details, and a unique quote number.

Common mistakes

• Omitting GST when registered: Always include GST if your business is registered to avoid underquoting. Double-check calculations.
• Underestimating labour time: Base hours on past jobs and add contingency for delays.
• Not including all costs: Forgetting travel or equipment hire leads to losses. Use a checklist.
• Sending unprofessional quotes: Handwritten or text message quotes can appear untrustworthy. Use a template or quoting tool.
• No follow-up system: Without tracking sent quotes, you may miss when to follow up or close deals. Use CRM features for reminders.
• Unclear terms or expiry: Always state how long the quote is valid and payment terms to avoid disputes.

Prevent these by following the step-by-step process and using tools designed for quotes.

Doing this in HelloGrowthCRM

HelloGrowthCRM lets you build, send, and track quotes, proposals, invoices, and payments all from the same deal record. When you send a quote, you see its status—sent, viewed, or accepted—on the same screen as your follow-up task, helping you stay organised and respond quickly. For founders without a sales manager, the Managed RevOps service provides weekly follow-up support to keep your pipeline clean and leads moving. Learn more about HelloGrowthCRM for New Zealand and how its WhatsApp and SMS CRM and built-in CRM dialer features support tradie businesses.

Frequently asked questions

How do I include GST in my tradie quotes? If your tradie business is GST-registered, you must add GST to the subtotal plus profit margin at the current rate (usually 15%). Clearly show GST as a separate line item on the quote to keep pricing transparent.

What should I include in the terms and conditions of my quote? Include payment terms (e.g., payment due within 14 days of invoice), quote validity period (commonly 30 days), exclusions or assumptions (like site access), and any cancellation policies. Clear terms help avoid misunderstandings.

How can I follow up on quotes effectively? Track when you send quotes and set reminders to follow up within a week. Using a CRM with quoting and task features helps you see quote status and schedule follow-ups easily, reducing lost leads.

Is it necessary to use software for quoting? No, you can create quotes using spreadsheets or word processors, but software like HelloGrowthCRM streamlines the process, keeps records organised, and automates follow-up tasks, saving time.

Can I update a quote if the job scope changes? Yes, update the quote to reflect new materials, labour, or costs. Send the revised quote clearly marked as an update or replacement to avoid confusion.

Key takeaways

• List all materials, labour, and extra costs with accurate pricing.
• Add a profit margin and GST if registered.
• Include clear terms, payment conditions, and validity dates.
• Use a professional format with business details and a unique quote number.
• Track quotes sent and follow up promptly to close deals.
• Tools like HelloGrowthCRM can simplify quoting and follow-up.

Start creating professional tradie quotes today with clear steps and avoid common mistakes. For an easier quoting process with integrated follow-up, Start on the Free Forever plan (200 leads, no credit card).