Free template
Quote template for NZ tradies
What a professional New Zealand trade quote needs to include — and the layout to copy. Written for plumbers, sparkies, builders, and every trade that prices jobs.
The 8 things every NZ quote should have
- 1
Your business details. Trading name, contact details, and your GST number if registered.
- 2
The customer and the site. Who the quote is for and the address the work happens at.
- 3
A clear scope. Line items for labour and materials — what you WILL do, in plain English.
- 4
Exclusions. What the price does NOT cover (e.g. gib repair after rewiring, council fees). Most disputes start here.
- 5
GST treatment. Whether prices are GST-inclusive or plus GST — stated, not assumed.
- 6
Validity period. How long the price stands, e.g. "valid 30 days". Materials prices move.
- 7
Deposit and payment terms. Deposit required, progress payments, and when the balance is due.
- 8
Variations clause. One line saying extra work is priced and agreed in writing before it starts.
Example layout
Smith Plumbing Ltd
027 123 4567 · smith@example.co.nz · GST 123-456-789
QUOTE #Q-0042
14 July 2026 · Valid 30 days
For: Jane Doe, 12 Example St, Christchurch
Job: Replace hot water cylinder
| Description | Qty | Amount |
|---|---|---|
| 180L cylinder, supplied | 1 | $1,150.00 |
| Labour — removal & install | 5 hrs | $575.00 |
| Disposal of old cylinder | 1 | $60.00 |
Subtotal: $1,785.00
GST (15%): $267.75
Total (incl. GST): $2,052.75
Excludes: repair of wall linings. Any extra work priced and agreed in writing before it starts. 30% deposit on acceptance; balance due 7 days after completion.
Copy this layout into Word or a spreadsheet — or let QuoteMate build it branded, numbered, GST-calculated, and emailed to the customer with an accept button, in about two minutes.
Fixed price or charge-up?
Getting this wrong is where trade jobs lose money. The choice should follow how well you can see the work, not what the customer would prefer to hear.
| Fixed price | Right when the scope is genuinely visible — a like-for-like replacement, a deck of known dimensions, a rewire of a documented circuit. The customer gets certainty and you carry the risk, so price the risk in. |
| Charge-up | Right when you cannot see what you are dealing with — anything behind a wall, under a floor, or in an old building. Quote an hourly rate, a materials margin and an honest estimate of hours, and label it clearly as an estimate rather than a quote. |
| Fixed with provisional sums | The practical middle ground. Fix the parts you can see, carry a named provisional allowance for the parts you cannot, and state how the allowance will be reconciled. |
In New Zealand the word "quote" is generally understood as a fixed price and "estimate" as an indication. Using them loosely is how a customer ends up believing a number was guaranteed when you meant it as a guide.
Say what is excluded
Exclusions are the cheapest protection on a quote and the most often skipped. A short list heads off almost every "I assumed that was included" conversation:
- Making good — plasterboard, paint, tiling after the work
- Consent fees, council inspections and producer statements
- Asbestos or contaminated material handling if encountered
- Scaffolding, traffic management or hire equipment
- Work on anything found to be non-compliant once opened up
- Out-of-hours or weekend work unless specified
How long should a quote stay open?
Fourteen to thirty days is normal, and it should be stated on the quote. Material prices move, and an open-ended quote from four months ago is a liability if the customer suddenly accepts it. If a quote lapses and the customer comes back, reissue it with a new number and a new date rather than honouring the old figure out of politeness.
Winning more of the jobs you quote
- Speed beats polish. The tradie who quotes within 24 hours often wins the job regardless of price, because the customer has been waiting on three others who never sent anything.
- Quote from site if you can. Pricing while the detail is fresh produces a more accurate number and gets it out before you lose the evening to paperwork.
- Make acceptance easy. A written "yes" you can keep — email, text, or an accept button — protects you later. A verbal go-ahead on site proves nothing.
- Follow up once, politely. A single message a few days later asking whether they have any questions recovers a surprising number of jobs that simply drifted.
- Attach your terms. Acceptance of the quote is then acceptance of your terms of trade, which is the only reliable time to get them agreed.
Related
- Terms of trade for NZ trades
- NZ invoice template — what happens after the job
- GST calculator
Common questions
- Is a quote legally binding in NZ?
- A quote is an offer to do defined work for a fixed price. Once the customer accepts it, it forms part of the contract — you generally cannot raise the price for the quoted scope. That is why exclusions and a variations clause matter.
- What's the difference between a quote and an estimate?
- A quote is a fixed price for a defined scope. An estimate is an educated guess and the final bill can differ (within reason under the Consumer Guarantees Act). Say which one you are giving — the word you use matters if there is a dispute.
- How long should a quote be valid for?
- 30 days is standard for trade work in NZ. If material prices are volatile, 7 or 14 days is fair — just state it on the quote.
- Should I include GST in my quoted price?
- For homeowners, quote GST-inclusive totals — it is the clearest and safest under the Fair Trading Act. For commercial work, plus-GST is common. Either way, write which one it is on the quote.
- Do I need the customer to sign the quote?
- A signature is ideal but any clear written acceptance works — an email or text saying "go ahead" referencing the quote. Keep it with the job file.