In the fast-paced Brisbane business scene, speed and professionalism are everything. A well-structured quote isn’t just about the price; it’s a reflection of your brand’s quality and your attention to detail. If you're spending hours manually typing out every new proposal, you're not just losing time—you're likely losing leads to faster competitors.
Setting up a reusable template ensures you can respond to enquiries in minutes rather than days, while maintaining a consistent, high-standard look that builds trust before the work even begins.
Prerequisites: What You’ll Need
Before we dive in, gather these items so you don't have to go hunting for them mid-setup:- Your Brand Assets: High-resolution logo, brand colours (HEX codes), and fonts.
- Your Business Details: ABN, registered business address, and bank details for payment.
- Standard Terms of Trade: Your payment terms (e.g., 7 days or 30 days) and any QLD-specific industry compliance notes.
- Software Choice: Whether you use Canva, Microsoft Word, or (ideally) a CRM like HubSpot or Xero, the logic remains the same.
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Step 1: Define Your Structure (The "Skeleton")
Don’t just start typing. A great proposal follows a psychological flow. Most people skip straight to the price, but you want to remind them why they need you first. Pro tip from experience: I’ve seen so many business owners put the price on page one. Don't do it! You want the client to see the value you provide before they see the cost.Your template should follow this order:
- Cover Page: Professional image and clear contact details.
- The Problem/Goal: A brief summary of what the client needs.
- The Solution: How you’re going to help (your services).
- Investment: The actual quote/pricing table.
- Next Steps: How they accept and pay.
Step 2: Design the Header and Branding
First impressions matter. If your quote looks like a basic Excel spreadsheet, you’re telling the client you’re a 'budget' option.- The Logo: Place your logo in the top left or right. Ensure it’s not pixelated.
- The Contact Info: Include your name, phone number, and a link to your website.
- The Client Info: Create placeholders like
[Client Name]and[Client Company].
Step 3: Craft Your "About Us" or Value Proposition
This shouldn't be a novel. Just 2-3 sentences about your experience in the Australian market. For example: "With over 10 years of experience serving the South East Queensland community, we pride ourselves on..."(You can always change this later, so don't overthink it. Just get a solid baseline down.)
Step 4: Build a Modular Service List
This is where most people get stuck, and honestly, the interface of most software doesn't help. Instead of writing a new description every time, create "blocks" of text for your most common services.If you’re a landscaper in New Farm, you might have a standard block for "Turf Installation" and another for "Retaining Wall Construction."
Warning: Avoid industry jargon. If a Brisbane homeowner has to Google what a term means, you've already lost them.Step 5: The Pricing Table and GST
This is the most critical part. Ensure your table is clear and easy to read.- Itemise clearly: Don't just put "Project: $5,000". Break it down.
- GST Compliance: In Australia, you must clearly state whether your prices include or exclude GST. Use a separate line for the GST amount to keep things transparent.
- Validity Period: Add a line that says "Quote valid for 30 days." With material costs fluctuating across Australia lately, this protects your margins.
Step 6: Terms and Conditions (The "Fine Print")
Yes, this step is annoyingly fiddly. Bear with it. You don't need a 20-page legal document, but you do need to cover your basics:- Payment milestones (e.g., 50% deposit required before commencement).
- Cancellation policy.
- Site access requirements (common for local trades).
Step 7: The Call to Action (Acceptance)
You want to make it as easy as possible for them to say "Yes."If you're using digital software, include an "Accept Quote" button. If you're using a PDF, include a signature line and a clear instruction: "To proceed, please sign and return this document to [email]."
Common Mistake: Forgetting to include your bank details! It sounds silly, but I see it all the time. Make sure your BSB and Account Number are right there on the quote so they can pay the deposit immediately.
Step 8: Test Your Template
Before you send this to a real lead, send a test version to yourself or a friend.- Does it look good on a mobile phone? (Many Brisbane tradies/clients check quotes on site).
- Are the links clickable?
- Is the math in the pricing table actually correct?
Don't worry if this looks a bit plain at first—functionality is more important than fancy graphics when you're starting out.
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Troubleshooting Common Issues
- The file size is too big to email: This usually happens if your logo or background images are massive. Use a tool like TinyPNG to compress your images before adding them to the template.
- The formatting breaks on different screens: If you're using Word, always save and send as a PDF. Never send a .docx file; it looks unprofessional and the layout will shift depending on the recipient's version of Word.
- I can't get the columns to line up: This is the trickiest part of using Word or Google Docs. Use a 'Table' with invisible borders to keep your text and prices perfectly aligned.
Next Steps
Now that your template is ready, it's time to put it to work!- Save it as a Master Copy: Never edit your original template. Always "Make a Copy" for each new client.
- Set a Follow-Up Reminder: A quote sent is only half the job. Set a calendar reminder to follow up 48 hours after sending.
- Automate: Once you're comfortable with this layout, consider moving it into a tool like Xero or a CRM to automate the data entry.
Need a hand getting your sales process automated or want a professional eye on your branding? Contact the team at Local Marketing Group and we'll help you streamline your Brisbane business for growth.