Create business quotes and offers quickly and easily

What the quotation process and order processing have in common

From a commercial point of view, a quote is part of the procurement process in the sales process. Usually, a quote is preceded by a request from a potential customer, to which the quote is a response. As a seller or service provider, you determine your specifications when you write the quotation or offer; the conditions under which you are prepared to deliver the requested goods or services. The quotation process, therefore, is seen, as part of the order process.

You have completed the order? In bexio you can create the invoice from the offer or quote directly, through the push of a button.

Form regulations and legal issues relating to the offer

Usually, offers are submitted in writing and then sent either by email or via post. However, the submission of an offer may also be informal, for example, orally or by telephone. In essence, a quote is therefore a proposal to a contract. With a quote or offer, the service provider, for example, an artisan, agrees to execute the work, according to the set terms and conditions.

How binding is a quote?

A quote is binding: if the customer accepts the quote, whether in writing or verbally, a binding contract is concluded. The Swiss Code of Obligations states that "the agent must carry out the business or services assigned to him in accordance with the contract" (OR, art. 394).

With bexio, you set the conditions directly and send it out directly via e-mail, from bexio. Recipients can comment on your quote online, and accept or reject it directly. This is a huge simplification. Alternatively, you can also print the documents and conveniently send them via post.

In all cases, it's important that the offer is well-structured and clearly formulated , to avoid misunderstandings. Here bexio is of great help: thanks to the program, all information is cleary included. You can also specify directly whether the given prices are VAT-inclusive or exclusive.

How do I write a good quote?

A good quote is made in writing. It should be clear and easy to understand. In addition to the usual formalities, the quote should contain all information and costs relating to the sale of the product or the provision of the service. This includes, for example, time limits, payment terms and other fees.

Is there a charge for a quote?

First of all, it is important to note that a quotation process is not free of charge for the interested parties, unless otherwise agreed. But usually, it is simply an invitation for the conclusion of a contract.

Further, your prices must be consistent and reliable. Always quote exact prices in your offers (incl. Value-added tax). Should you, however, not be able to set a final price estimate (because, for example, the extent of the work is not yet clear), specify that it is a non-binding cost estimate.

Please note that granting discounts or rebates are not required by law. But it may encourage the customer to pay the invoice amount faster (especially in the case of discount), which has a positive effect on your liquidity. Ensure that you include these conditions in your offers and quotes.

Use our template

If you use business software like bexio to produce your quotes, all the important information is automatically inserted into the template. Stored address details and products can be imported with a single click. Text modules save even more manual work. By the way: bexio is suitable for all industries – regardless of whether you are a service provider, a carpenter, a painter or a tradesman. Another advantage: since bexio software is in the cloud, quotes can also be created on the go. Does that sound good? Try it out for yourself!

If the invoice amount is higher than the offer

It's always possible that a particular order requires more work than initially assumed. In such a case, it is essential to inform the customer immediately, even before the work is performed, so that the requisite permission can be obtained. Otherwise, it a higher invoice may not be accepted and could lead to court procedures.