Quote vs estimate vs proposal: what's the difference
Use these words interchangeably? They're not the same thing, and mixing them up can cost you money or a client.
Clear definitions: quote, estimate, and proposal
These three words get used interchangeably in everyday conversation, but they mean different things in practice.
A quote is a document that sets out a fixed price for a specific job. If you give a client a quote for €2,500 to rewire a two-bed flat, you're committing to that price. If cable prices go up 10% after they accept, that's on you, not them.
An estimate is an approximation. You tell the client "this should come in somewhere between €2,000 and €2,800" based on experience, without locking in a fixed figure. Estimates are useful when you haven't seen the job up close yet, or before you've done a proper survey.
A proposal is the fullest document of the three. It includes the quote (itemised pricing) plus commercial terms: timeline, payment terms, how long the price is valid for, guarantees, and what's excluded. A proposal is what you send when you're competing for bigger jobs or when a client wants something more formal, like a management company or a business client.
In practice, most tradespeople just say "quote" for everything, and that's grand for day-to-day jobs. But knowing the difference matters when a client comes back saying "the quote said X" and all you'd actually given them was a rough estimate.
When to use each one
The choice between a quote, an estimate, and a proposal comes down to two things: the size of the job and how sure you are about the costs.
Use an estimate when you haven't seen the site yet or the job has variables outside your control. For example: "Leak repair, likely €250 to €500 depending on where the leak's coming from." The estimate protects you if the job turns out to be bigger than it looked from the phone call.
Use a quote once you've been out to the site, know exactly what's involved, and can price materials and labour accurately. For example: "Consumer unit upgrade from single to three-phase, €680 all in, as itemised." The price is fixed, and the client can say yes with confidence.
Use a proposal for jobs over €3,000 to €5,000, for commercial or management-company clients, or when you're up against other tradespeople for the work. A proposal shows you're organised. Include the timeline ("4 working days"), payment terms ("deposit on booking, balance on completion, by bank transfer"), how long the price stands ("valid for 30 days"), and what's not included ("does not include making good the plaster after chasing walls").
For most everyday jobs, callouts, and small installations, a detailed quote is all a client expects, and it's what Prummo builds automatically from your voice.
What it means legally
An accepted quote can carry real weight, even without a formal signed contract, and a lot of tradespeople aren't aware of that.
When you send a detailed, priced quote and the client accepts it, whether that's a reply on WhatsApp, an email, or a signature, you've formed an agreement. If you then try to charge more than the quote said, the client has grounds to push back.
That's exactly why, if there's real uncertainty in the cost, you should call it an "estimate" and give a clear range rather than a single number. If it's a fixed quote, make sure it covers everything: materials, labour, travel, and VAT where it applies, so nothing comes as a surprise on the invoice.
A few habits worth building in: always put a validity period on the quote ("valid for 15 days" or "valid for 30 days"). After that, you're free to reprice if material costs have moved. List clear exclusions too: "does not include skip hire" or "does not include making good" heads off arguments later.
With Prummo, the quote is digital and the client accepts it online, which leaves a clear record of what was agreed. That's a lot more solid than a verbal figure or a scribbled note nobody can point back to.
How to present prices professionally
Whether it's a quote, an estimate, or a proposal, how you present the price shapes what the client thinks of you.
Always itemise materials and labour separately. A line that just says "Electrical work: €2,500" invites suspicion. A quote that lists every material with quantity and unit price, plus labour hours broken out, reads as fair and transparent. The total's the same either way, but the client feels they know what they're paying for.
Use specific references for materials. "24-module three-phase consumer unit" is more credible than "fuse board". A client can look that up and see the price checks out, and that builds trust fast.
Always include a validity period. "This quote is valid for 15 days" creates a bit of urgency without pushing. The client knows that waiting too long might mean a new price, and you're covered if costs move.
For estimates, use honest ranges: "between €800 and €1,200" rather than "around €1,000". A range says there are real variables; "around" can look like a number pulled from the air.
With Prummo, all of this happens automatically. Dictate the materials and prices, Prummo organises it into clean line items, and the client gets a quote that looks the part in about a minute, no typing required.
Frequently asked questions
If a client accepts an estimate, can I charge the top of the range?
An estimate gives a range, not a fixed commitment. But if you always land on the top figure, you'll wear out the client's trust fast. Charge what the job actually cost, within the range you gave.
Does a quote sent over WhatsApp actually hold up?
Generally yes. A detailed quote sent by WhatsApp and accepted by the client forms an agreement, and the message thread is evidence of that. Prummo records the acceptance digitally as well, which gives you an even clearer paper trail.
Should I charge for a site visit or a survey?
Depends on the job. For small repairs, a free callout to price the job is common practice. For bigger jobs that need a proper survey, it's reasonable to charge for the visit and deduct it from the final quote if the client goes ahead.