Quote and Estimate Software for Trades (UK 2025)
A 2025 guide to quote and estimate software for UK trades, including must-have features, pricing expectations, and a rollout plan.
Your quote is your contract. If it is slow to send or vague, you lose jobs or invite disputes. The right quoting tool gives you speed and precision.
If you are still pricing in spreadsheets, start with Should I Charge for Quotes? and How to Handle Price Objections Without Dropping Rate.
What a good quoting tool should include
- Pre-built templates for your most common jobs
- Scope, inclusions, and exclusions in plain English
- Digital acceptance with timestamps
- Automatic conversion to job and invoice
For a full workflow view, see Quote to Payment in 48 Hours.
UK-specific requirements
- VAT-aware pricing
- Deposits and staged payments
- Cancellation and reschedule terms
- Evidence capture for materials or site surveys
If you price by line item, the Price Book Template for Plumbers and Electricians is a useful starting point.
Choosing the right tool
Solo operators:
- Speed and simplicity over advanced reporting
Small teams:
- Shared templates with version control
- Job handoff to scheduling
Growing teams:
- Permission controls
- Approval steps for high-value quotes
Pricing expectations
- Basic quoting tools: GBP 15-30 per user per month
- Full job workflow tools: GBP 40-90 per user per month
- Enterprise: Custom pricing
If a tool charges for template creation or e-signature, factor that into the yearly cost.
Rollout checklist
Week 1:
- Build 5 quote templates for top job types
- Add inclusions and exclusions
- Set a default deposit rule
Week 2:
- Require digital acceptance for every quote
- Track close rates by job type
- Refine templates based on objections
Where Toolfy fits
Toolfy lets you build templates, capture acceptance, and turn a quote into a scheduled job without retyping. If you want to speed up approvals, start a free trial.
FAQ
How fast should I send a quote? Ideally within 24 hours, or faster for smaller jobs. Speed wins.
Should I show pricing breakdowns? Yes. A clear breakdown reduces haggling and makes your quote defensible.
Do customers accept digital signatures? Yes. A timestamped acceptance is usually enough for small trade jobs.
⚠️ Important Disclaimer
This guide is for general informational and educational purposes only. It does not constitute professional advice of any kind (legal, financial, tax, insurance, or otherwise).
Before making business decisions: Consult with qualified professionals (solicitors, accountants, insurance brokers, etc.) who can assess your specific circumstances. Laws, regulations, and industry standards change frequently and vary by location and situation.
Toolfy and the article authors accept no liability for decisions made or actions taken based on information provided in this guide. You are solely responsible for ensuring compliance with all applicable laws and regulations.
Frequently Asked Questions
What is the best quote software for trades?
Should I charge for quotes?
How do I avoid scope creep?
Need this workflow in Toolfy?
Spin up the exact checklist, scripts, and automations from this article inside your workspace.
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