Guide · Proposals
Proposal vs Quote: What Is the Difference and When to Use Each?
A quote lists prices for work a client has already decided to buy. A proposal persuades them to choose you. Here is when to send each, with examples.
A quote is a price for a defined piece of work that the client has already decided to buy. A proposal is a persuasive document that explains the client's problem, your solution, the scope and the price, to convince them to choose you. Send a quote when the buyer knows exactly what they want and is comparing prices; send a proposal when they are still deciding how to solve a problem or who to trust.
Side by side
| Quote | Proposal | |
|---|---|---|
| Purpose | State a price | Win the decision |
| Client stage | Ready to buy, comparing | Still deciding |
| Contents | Items, quantities, prices, validity | Situation, solution, scope, timeline, price, proof |
| Length | One page | Two pages or more |
| Example | Replace 6 windows, $3,400 | Office refit plan with three options |
When to send a quote
- The client gives you a clear specification. "Deep clean of a 2-bed flat on Friday."
- The job is small and standard.
- The client has already chosen you and needs a number for approval.
- Repeat work for an existing client.
A good quote still includes the scope, what is excluded, validity, payment terms and how to accept.
When to send a proposal
- The problem is bigger than a single task.
- Several people will decide.
- You are competing against other firms on more than price.
- The project value is high enough that the client needs to justify it internally.
- There are several possible approaches and you want to offer options.
Turning a quote request into a proposal
Sometimes a client asks for "a quote" when they really need advice. If they cannot describe the scope precisely, offer a short call, then send a brief proposal with two or three options. You will stand out from competitors who sent a bare number.
Example
A property manager asks three cleaning companies for a quote for an office block. Two send a monthly price. The third sends a two-page proposal: a scope table by floor, a reliability plan for staff absences, and three options. The third company wins despite not being the cheapest, because the manager can see exactly what he is paying for.
To write the full version, follow our guide on how to write a business proposal, and see proposal vs contract for what happens after the client says yes.
Frequently asked questions
Is a quote legally binding?
It can be once the client accepts it, depending on your terms and local law. State how long the quote is valid and what happens if the scope changes.
Can a proposal include a quote?
Yes. Most proposals include a pricing section that works as a quote, with the persuasive sections around it.
What is the difference between a quote and an estimate?
A quote is a fixed price for a defined scope. An estimate is an approximate figure that may change as the work becomes clearer.
Keep reading
- How to Write a Business Proposal That Wins Clients (Structure, Examples and Template)
- What to Include in a Business Proposal: The 10 Sections Every Winning Proposal Has
- Why Proposals Get Rejected: 9 Common Reasons and How to Fix Each One
- How to Write a Proposal Executive Summary (With a Fill-In Example)
- Proposal Follow-Up Email: 5 Templates and When to Send Each One
- How to Write a Scope of Work for a Proposal (Template and Examples)
- Proposal Cover Letter: How to Write One (Template and Examples)
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