Getting a yes feels like the finish line, but it's really the start of the job. A clear process in the first 24 hours sets the tone, and prevents the most common disputes.
1. Get acceptance in writing
A signature on the quotation is ideal. For smaller jobs, a clear reply such as "We accept quotation QT-2026-0012" is often workable. Quoting the number ties the approval to one exact version.
2. Confirm what happens next
Send a short message:
"Thanks for confirming. Your start date is 15 November. Please pay the 50% deposit by 10 November to hold it, using the bank details below."
3. Collect the deposit
Don't buy costly materials before it arrives, unless you're comfortable carrying that risk. Issue a receipt or invoice as appropriate.
4. Schedule and order
Book your team, your subcontractors and your materials. Order anything with a long lead time straight away. Tell the client as soon as you know about any delay.
Make this quotation on your phone. Add your company once, then create and share a PDF, even without internet.
5. Agree practical details
- Who is the main contact?
- What hours can you work, and how will you get access?
- Where can materials be stored?
- Who needs to approve changes?
6. Keep your records together
Store the accepted quotation, messages and photos in one place. Before-work photos can be very useful later.
7. Stay in touch
Brief updates reduce anxious calls. Tell clients about progress, and raise problems early.
8. Invoice accurately
When you're done, base your invoice on the accepted quotation, plus any approved changes. See quotation vs invoice for the difference.
Then ask for a review or a referral. Happy clients bring your next quotation.
Quotation Maker App Offline is free on Google Play. It stores your work on your phone and creates a clean A4 PDF you can share anywhere.
Keep reading
How to Follow Up on a Quotation: Timing and Scripts
When and how to follow up after sending a quotation, with message examples that feel helpful rather than pushy and tips for knowing when to stop.
Why Clients Reject Quotes and How to Fix It
Understand the real reasons clients say no to a quotation, beyond price, and the practical changes that can improve how often you win work.
How to Quote Cleaning Services
How cleaning businesses can price one-off and recurring jobs, including area, frequency, supplies, staffing and a clear list of included tasks.