Clients bring you a broken laptop with urgent files on it and little idea of what's wrong. Clear quotations protect you from blame for existing faults or lost data.
Charge for diagnosis
Finding the fault takes skill and time. A stated diagnostic fee, perhaps deducted if the customer goes ahead with the repair, stops you from working for free on devices nobody collects.
"Diagnosis: Rs 500, deducted from the repair cost if you proceed."
Itemise parts and labour
List the part, its grade (original, compatible or used), price and warranty, followed by labour. Part availability and exchange rates can change, so keep validity short for imported parts.
Address data responsibility
This is your biggest risk. Add clear wording, and get it acknowledged:
"Please back up your data before service. We're not responsible for data loss during repair. Data recovery is a separate service, and success can't be guaranteed."
Note existing damage, such as scratches, on the job sheet at intake.
Make this quotation on your phone. Add your company once, then create and share a PDF, even without internet.
Business IT services
For companies, itemise hardware, licences, installation, network setup and training. Separate one-off project costs from monthly support.
For support contracts, define:
- Devices or users covered
- Response times and support hours
- On-site versus remote support
- Exclusions, such as replacement hardware
Unclaimed devices
State how long you'll hold a device after notifying the customer, subject to local rules, and any storage fee.
Warranty
Give your warranty separately for repairs and parts: "90 days on the replaced part, and it doesn't cover physical or liquid damage." It adds confidence without much cost if your repairs are sound.
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
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How to Make a Quotation on Your Phone
Create a professional quotation from your Android phone in minutes: set up your details once, add items, and share a PDF with your client.