Quoting from a rate card

Slow quoting usually has one cause: every quote is written from a blank page. A rate card fixes that. It is the list of things you sell, each with a standard description and price, kept in the workspace so quotations are assembled rather than written.

What goes on a rate card

For each item, record:

• Name as the customer should see it on the quotation.
• Description of what is included, in one or two sentences. This is the text that prevents scope arguments later.
• Unit: fixed fee, per hour, per day, per month.
• Price before tax.
• Group for finding it quickly.

Keep items at the level you actually sell. A consultancy might have Discovery workshop (fixed), Senior consultant (per day) and Monthly advisory retainer (per month).

Building a quotation

1. Open the lead or customer and create a quotation.
2. Add items from the rate card. Adjust quantities, and edit descriptions where the engagement differs from the standard.
3. Add discounts or taxes as needed. Totals update as you go.
4. Add scope notes, assumptions and validity.
5. Send the link or PDF.

When the customer wants changes

Create a new version rather than editing the sent one. Both versions stay on the record, so everyone can see what changed and when.

After acceptance

Acceptance is recorded with a timestamp. Create the project from the accepted quotation and the line items become scope and budget, which means the invoice later matches what was agreed.