How to Build a Professional Quote That Actually Converts

11 min read · Updated November 2025

You put time into visiting the customer, scoping the work, and building a quote. Then… silence.

No reply. No clear “yes” or “no”. Maybe a “we’ll get back to you” message, and the job quietly disappears.

Most of the time the problem isn’t your actual work—it’s how the quote is presented, how easy it is to understand, and how simple it is to accept.

In this guide, we’ll walk through how to build a quote that feels professional, reduces back-and-forth, and makes it easy for customers to say yes—using GoTaskhub Quotes and the Client Portal.

Why some quotes don’t convert (even if your price is fair)

When customers don’t accept a quote, it’s rarely because you used the wrong font. It’s usually because something feels unclear or risky.

Common issues:

• Unclear scope: the customer isn’t 100% sure what’s included vs not included.
• Confusing layout: a single lump sum with no breakdown can make people nervous.
• Hidden extras: travel, materials, waste disposal, or VAT feel like they might appear later as a “surprise”.
• No obvious next step: they’re not sure how to say yes—is it a reply, a signature, a bank transfer?
• Slow follow-up: the quote arrives, but nobody checks in while the customer is still motivated.

A “professional” quote solves these problems by being clear, structured, and very easy to approve.

What makes a quote “professional” and conversion-friendly

Professional doesn’t mean overcomplicated. It means that the customer trusts what they’re looking at and knows exactly what to do next.

1. Clear structure and scope

A good quote is easy to scan. It has a clear title, date, reference number, customer details, and a simple breakdown of the work.

• Use a short, descriptive title (e.g. “Boiler service & safety check – Smith household”).
• Keep scope descriptions plain-language: what you’ll do, where, and any assumptions.
• Add a quick summary section at the top if the work is complex.

2. Transparent pricing with line items

Instead of one big number, break your price into line items—materials, labour, call-out fees, and any extras. This helps customers see what they’re paying for and reduces “that feels expensive” reactions.

• Separate labour and materials where it makes sense.
• Show quantities and unit prices so people can sanity-check the maths.
• Apply taxes and discounts clearly (either per line or at subtotal).

3. Clear terms, validity, and next steps

Customers don’t just need to know the price. They also need to know what happens if they accept.

• Add a simple validity period (e.g. “Quote valid for 14 days”) so they take action.
• Include high-level terms—payment timing, cancellation, and what’s not included.
• Spell out the next step: how to accept and what happens after.

Building a conversion-ready quote in GoTaskhub

GoTaskhub Quotes are built around exactly these ideas: clear structure, transparent pricing, and easy approvals. You get customers, line items, taxes, discounts, deposits, terms, and attachments on a single screen, with a live client-friendly preview.

Step 1: Start from the right customer

In your dashboard, go to Quotes → New Quote. Search for an existing customer or add a new one on the fly. This pulls their contact and billing details straight into the quote, and keeps all activity linked to their record.

Step 2: Add clear line items

Add line items for each part of the job: description, quantity, unit price, and tax. You can mix materials and labour, add call-out or travel as separate lines, and apply discounts where needed.

Over time, save common items into an item library or templates so you can build quotes in seconds instead of rewriting descriptions every time.

Step 3: Set deposits, terms, and attachments

For larger jobs, use a deposit (fixed amount or %) so you’re not carrying all the risk. Then add your notes and terms:

• What’s included and what isn’t
• Any assumptions (e.g. access, conditions on site)
• Validity period and payment terms

Attach photos, drawings, or PDFs if they help make the scope crystal clear. That alone can cut down on misunderstandings and disputes later.

Step 4: Check the customer view with Live Preview

Before you send, use the preview to see exactly what the client will see: your logo, colors, line items, totals, and terms laid out clearly. This is where you can spot awkward wording or missing items.

Step 5: Send via Client Portal, not just as a PDF

When you’re ready, click Send. GoTaskhub can email the quote with a secure Client Portal link where the customer can review and accept in a couple of clicks, instead of juggling attachments.

The quote’s status updates as it moves from Draft → Sent → Viewed → Accepted/Declined, and you can see an activity log of sends and views if you ever need to check who saw what, when.

Writing quote text that actually converts

Even with great structure and tools, the words still matter. A few simple changes in how you describe your work can make a big difference.

Use customer language, not trade jargon

Your customer might not understand technical terms or part codes. For each line, ask: “Would a normal person know what this is?”

• Instead of “RPL 22mm TRV set”, use “Replace 22mm thermostatic radiator valve set (TRV)”.
• Add one short sentence of context: what you’ll do and why it matters.

Lead with outcomes, then explain the work

Customers care most about outcomes: safety, comfort, reliability, appearance, less hassle. Where it makes sense, mention the benefit alongside the work.

For example: “Full boiler service (improves efficiency and reduces risk of breakdowns)”.

Include a simple summary and next steps

At the top or bottom of the quote, include a short summary paragraph:

Then spell out what you want them to do:

Presenting your quote: email + Client Portal

A great quote can still underperform if the email or message around it is weak. The subject line and first few sentences are where you either earn attention—or lose it.

Sample sending script (email or WhatsApp)

You can adapt this for your own tone, but something like this works very well:

Why the Client Portal helps you win more work

Instead of sending a PDF that gets buried in inboxes, the Client Portal gives customers a single place to view quotes, see totals clearly, and approve with one click. That means:

• Less “can you resend it?” hassle.
• Fewer misunderstandings about what’s included.
• Faster approvals, because they can accept on their phone while they’re thinking about it.

Following up without feeling pushy

The quote is out, the customer has seen it… now what? Many jobs are won in the follow-up, not the first send.

Try this simple rhythm:

• Day 0: Send the quote with a friendly cover message.
• Day 2–3: Quick check-in: “Just wanted to make sure you received the quote—any questions?”
• Day 7: Slightly firmer: “We’ve got availability on [dates]. Would you like to go ahead or adjust anything?”

Use GoTaskhub to stay on top of follow-ups

In GoTaskhub, you can treat quotes like part of a pipeline instead of one-off documents:

• Use quote statuses (Draft, Sent, Viewed, Accepted, Declined) to see where everything stands at a glance.
• Create tasks or reminders for follow-ups when quotes are sent or viewed but not yet accepted.
• Add notes against the quote when a customer asks questions, so anyone on your team has the full context.

Measuring and improving your quote performance

Once your quotes are structured and consistent, you can start looking at the numbers—so you’re not guessing what works.

Track your quote win rate

Over time, look at how many quotes turn into accepted jobs or invoices. You don’t need every quote to be a win—but you do want to see patterns:

• Are certain services or job types winning more often?
• Do quotes that include options/variants convert better than take-it-or-leave-it quotes?
• Do customers who get a follow-up within 3 days convert more than those who don’t?

Refine your templates, don’t rewrite every time

Use GoTaskhub’s quote templates and item libraries as a starting point, then improve them over time as you notice what works. For example:

• Update descriptions that customers frequently ask questions about.
• Standardise terms that reduce disputes and “scope creep” later.
• Add optional line items (upsells) that customers often say yes to.

Next steps: put this into practice

You don’t need to rebuild your entire quoting system overnight. Start with your next three quotes and focus on:

• Clear title and scope in plain language.
• Simple line-item breakdown with transparent pricing.
• Obvious next step: how to accept and what happens after.
• Sending via the Client Portal and scheduling at least one follow-up.

From there:

• Create a reusable quote template for your most common job type.
• Turn on or promote your Client Portal so customers can review and accept online.
• Keep an eye on which quotes convert best—and evolve your templates accordingly.

When your quotes are clear, professional, and easy to accept, you stop chasing maybe-jobs and start winning more of the right work—without needing to be the cheapest every time.

Want to see it in action? Explore GoTaskhub Quotes or see how approvals work in the Client Portal.