How to Create a Quote That Wins Jobs

A well-crafted quote does more than list prices. It tells your client exactly what you're offering, builds confidence in your professionalism, and helps you close more work. Whether you're on a job site or at your desk, SemaQuote makes creating polished quotes quick and straightforward.

In this guide, you'll learn how to create a quote from scratch, add detailed line items, configure tax settings, and get your quote in front of your client.

Getting Started

Ready to create your first quote? Here's how to begin.

On the Web

1. Click Quotes in the main sidebar
2. Select the New Quote button in the top right corner
3. You'll land on the quote creation form, ready to fill in the details

On Mobile

1. Tap the + button on the bottom navigation bar
2. Choose New Quote from the options
3. The quote form opens, walking you through each step

Quick shortcut: You can also create a quote directly from a client's profile. Just tap Create Quote in their action menu, and their information fills in automatically.

Step 1: Choose Your Client

Every quote starts with a client. You have two options here.

Select an Existing Client

Start typing your client's name in the search field. SemaQuote shows matching results from your client list as you type. When you select the right one, their contact details populate automatically, saving you time and preventing typos.

Add a New Client on the Fly

Meeting someone new? Click Add New Client to create their profile without leaving the quote form. Enter their name, phone, email, and address. You can always add more details later.

Helpful tip: If you're on a job site and don't have all the client's information yet, save the quote as a draft. You can come back and complete the client details when you're back at your desk.

Step 2: Write a Clear Description

The description field sits at the top of your quote and gives your client immediate context about what you're proposing. Think of it as the headline for your work.

Good descriptions are specific and easy to understand:

• "Kitchen cabinet refacing with new hardware installation"
• "Complete HVAC system replacement for 2,400 sq ft home"
• "Emergency plumbing repair - water heater replacement"
• "Full bathroom renovation including tile, fixtures, and vanity"

Your description helps both you and your client remember exactly what the quote covers, especially when you're juggling multiple jobs.

Step 3: Add Your Line Items

This is where you show clients what they're paying for. Line items break down your pricing into clear, understandable pieces, which builds trust and reduces questions later.

SemaQuote supports five line item types to help you organize your charges:

For each line item, you'll enter:

• Description: What you're providing (be specific)
• Quantity: How many units
• Unit: The measurement type (hours, each, sq ft, days, etc.)
• Unit Price: Your cost per unit
• Type: Select the category from the dropdown

The total for each line item calculates automatically. If you want to dive deeper into line items, check out our guide on adding and managing line items.

Step 4: Set Up Tax (If Applicable)

If you charge sales tax on your work, setting it up takes just a few seconds.

1. Scroll to the Tax section
2. Toggle Apply Tax to on
3. Enter your tax rate (for example, 8.25 for 8.25%)

SemaQuote calculates the tax on your subtotal and displays it clearly so there are no surprises for your client.

A quick note on tax: Different states and municipalities have varying rules about taxing labor versus materials. If you're unsure about your requirements, it's worth a quick chat with your accountant.

Step 5: Set an Expiration Date

Quotes shouldn't live forever. Setting a validity period protects you from price changes and creates helpful urgency for your client.

1. Find the Valid Until date field
2. Choose how long your quote should stay valid

Most contractors use 7, 14, or 30 days depending on the project size and market conditions. After this date passes, your client sees the quote as expired in their portal.

Step 6: Add Notes for Your Client

The notes section appears at the bottom of your quote and is perfect for setting expectations. Use it for:

• Payment terms: "50% deposit required to schedule work"
• Warranties: "All work guaranteed for 12 months"
• Exclusions: "Price does not include painting or trim work"
• Special conditions: "Quote assumes standard 8-hour workday access"

Clear notes prevent misunderstandings and show your professionalism.

Step 7: Save or Send

You're almost done. Now you decide what happens next.

Save as Draft

Click Save Draft to store your quote without sending it. This works well when:

• You need to double-check pricing or material availability
• A manager needs to review before it goes out
• You want to add more details later
• You created a voice quote that needs a final review

Send Immediately

Click Send Quote to save and deliver your quote to the client right away. They'll receive an email notification with a link to view, review, and accept your quote online.

Ready to learn about delivery options? Head over to sending and sharing quotes.

Platform Differences: Web vs. Mobile

Both platforms give you full quoting capability, but the experience is tailored to each device:

What Happens After You Create a Quote

Once your quote is ready, here's what to expect:

• Draft quotes appear in your Quotes list with a "Draft" badge. You can edit them freely until you're ready to send.
• Sent quotes trigger a notification to your client and enter the tracking system. You can monitor when they view it and take action.
• Need to make changes to a sent quote? You'll create a revision rather than editing directly, keeping a clear record for both you and your client.

Want to understand the full quote lifecycle? Check out understanding quote statuses.

You're Ready to Create Your First Quote

That's everything you need to know to create professional quotes that help you win more work. Head to your Quotes section, click New Quote, and give it a try.

As you get comfortable, explore our other guides on line items, voice quoting (Pro feature), and converting quotes to invoices when you land the job.