BUSINESS DOCUMENT GUIDE
Estimate, quotation or proposal: which should you send?
These documents answer different customer questions. Choose the format that reflects how well the work is defined and how much explanation the customer needs.
| Document | Best starting point | Include |
|---|---|---|
| Quotation | You can offer a specific price for a defined scope. | Items, quantities, rates, total, validity, delivery scope and terms. |
| Estimate | The cost depends on details that still need confirmation. | Indicative pricing, assumptions, exclusions and what may change. |
| Proposal | The customer needs to understand your approach to a project. | Context, deliverables, timeline, pricing, dependencies and terms. |
Use a quotation for a clear offer
A quotation helps the customer compare a specific offer with their requirements. Explain the included products or services and identify any options separately. A validity date is useful when availability or supplier pricing can change. Review the quotation format checklist for the fields to include.
Example: a photographer
If the event date, location, coverage hours and edited-image deliverables are agreed, you can quote that defined package. State extra-hour rates or travel requirements clearly rather than leaving them hidden in a general description.
Use an estimate when information is incomplete
An estimate is useful when the final scope depends on inspection, measurements, menu choices, guest counts or another unresolved detail. Describe the basis of the estimate and the next step needed to confirm it. Do not present an uncertain allowance as if it covers every possible outcome.
Example: repairs or catering
A repair estimate might depend on a site inspection and the condition of existing materials. A catering estimate might depend on final guest numbers and service arrangements. State those assumptions alongside the estimated items.
Use a proposal to explain how you will deliver
A proposal adds the reasoning and practical plan behind the offer. Describe the customer's objective, your deliverables, milestones, review process and dependencies. Include pricing and commercial terms so the document supports a concrete decision rather than ending with a vague introduction.
Keep the versions understandable
Give every document a reference and issue date. When an offer changes, save a revision and make the new scope and prices clear. In DHEBE Business Docs, editing a tracked quotation returns it to Draft while retaining an earlier checkpoint. Status is updated manually; the app does not obtain the customer's acceptance for you.
Create the chosen document
- Open the maker and select Quotation, Estimate or Proposal.
- Add your business and customer details.
- Enter line items, quantities, rates and any applicable adjustments.
- Complete the scope, timeline, assumptions and payment terms.
- Choose a design and inspect the preview before downloading PDF or Word.
The three modes share one workflow, so you can reuse your business profile and product library. For an offer built from a product collection, select catalogue products and quantities to create a separate quotation with its own saved price snapshot.
Open the document maker