Quotation checklists
Electrical quotation checklist: 7 checks before you send
Your quantities are checked and your prices are entered. Before sending the quotation, give the finished document one final review.
This checklist focuses on the quote the customer will receive: the right job, clear scope, consistent figures and a readable exported file. Use it whether you prepare quotations by hand, in a spreadsheet or with Quotractor.
1. Match the customer, job and drawing revision
Check the customer name, project reference, work location where needed, quotation number and date. Confirm that the drawing number and revision match the plan you actually priced. A revised quotation should be clearly distinguishable from the earlier version.
Keep one current file ready to send. If an older quote remains in the same folder, label it clearly so it is not attached by mistake.
2. Check the quantities and item descriptions
Read each line as if you were the customer. Does “lighting point” mean the same thing to both of you? Identify different fitting types, socket arrangements and specifications when they affect scope or price.
Compare the quantities with your reviewed takeoff, including any manual corrections. Pay particular attention to repeated rooms, alternate layouts and notes that apply to more than one area.
If the quantities are not ready for final review, start with our floor-plan-to-quotation guide before checking the finished quote.
3. Match each rate to its unit and scope
Confirm whether a line is priced per point, per item, per metre or as a lump sum. Check that the quantity uses the same unit. A correct rate applied to the wrong unit still produces the wrong price.
Check whether the line includes supply, installation, removal or testing as agreed. Where the customer supplies a fitting, make that arrangement clear. Check for work included inside a point rate and also charged on another line.
4. Recheck the arithmetic
Recalculate quantity × unit rate for a few lines, including a large-value item and one you recently changed. Then check the subtotal, any agreed adjustments and the final amount. Confirm the currency is visible and consistent.
For a fictional arithmetic check, 7 items at S$42.50 each should total S$297.50. This is an example only, not a suggested electrical rate. If your quote gives a different result, check the quantity, unit rate and any adjustment before sending.
If you cross-check a quote in Excel, Microsoft’s ROUND function reference explains how to round a number to a specified number of digits. Keep your worksheet’s calculation method consistent with the figures you show the customer.
Check any tax treatment against your business’s actual obligations. Do not add a tax label or percentage simply because another contractor used it.
5. Make assumptions and exclusions easy to find
A customer should be able to see what the price covers without reading between the lines. Identify missing information, provisional items and work that has not been priced.
- Are cable, containment, distribution equipment and other scope items included, separately priced or excluded?
- Are access arrangements, work hours, making good and disposal addressed where relevant?
- Does any allowance need confirmation before the final price can be agreed?
Use specific wording for the job. A long copied list of exclusions can still leave the important question unanswered.
6. Confirm validity and payment terms
Check how long the quotation is valid and whether the dates still make sense. Include the payment stages you intend to offer and any agreed conditions affecting the start or completion of work.
If the customer asks for a change, update the quotation consistently rather than leaving one version in the PDF and another in a message. Confirm unclear terms with the customer before treating the document as ready to send.
7. Open the exact PDF you will send
Export the quotation and reopen that exported file. Check long descriptions, page breaks, company details, totals and terms. Make sure nothing is clipped and that the version you reviewed is the one attached to your message.
If you print through Acrobat, Adobe’s page-size and scaling guide explains its print-sizing options. Check the output with your selected paper size rather than assuming it will match the on-screen view.
Keep a short review record
Use this simple record for yourself or a colleague. Mark an item ready only after checking it; write down what needs fixing for anything still on hold.
| Check | Ready when | Notes / initials |
|---|---|---|
| Job and revision | Matches the priced drawing | ____________ |
| Descriptions and counts | Matches reviewed scope | ____________ |
| Units and rates | Same units; no duplication | ____________ |
| Arithmetic | Line totals and final amount checked | ____________ |
| Assumptions and exclusions | Missing or provisional scope is clear | ____________ |
| Dates and terms | Current and consistent | ____________ |
| Exported file | Correct version; readable output | ____________ |
| Send only after unresolved items are addressed |
Open the printable quotation review sheet for a clean copy. It is a blank worksheet: no customer details are sent to Quotractor.
Use Quotractor for the working quotation
Quotractor’s electrical quotation workflow helps you bring the drawing, reviewed counts, your own prices and company details together. The final scope and quotation still need your check.
Save the version you intend to issue and review its exported output before sending. A completed checklist is a useful record of your review, not a guarantee that every drawing item or job requirement has been identified.