Feature · Quoting
Quoting software for UK trades
Build a professional quote on site in minutes, send it in a tap, and turn it straight into a job — and then an invoice — when the customer says yes.
Win more work, faster
- Quote on the spot — no more "I'll send it over tonight" (and then forgetting).
- Save quote templates for the jobs you do all the time — consumer-unit changes, boiler swaps, end-of-tenancy cleans.
- Send a tidy PDF the customer can read on their phone in 5 seconds.
- Convert quote → job → invoice in one flow. No retyping, no copy-paste between apps.
- Track which quotes won and which didn't — useful when you're trying to work out what's converting and what isn't.
How UK trades businesses actually quote work
The textbook version — measure, calculate, send — doesn't match how most UK service businesses operate. Here's what the reality looks like, and how WrkGenie handles it.
Site visits where the customer expects a quote the same day
You visit, take notes, and the customer says "send it over and I'll decide." That window where you're still fresh in their mind is short. WrkGenie lets you build and send a quote while you're still on the drive home — or standing in their kitchen if you want.
Jobs that go through revisions
Customer wants the bathroom suite moved, not just the tap replaced. You need to revise the quote without losing the original. WrkGenie keeps version history so you can show a customer what changed and why the price is different.
Large jobs that need a deposit
For anything that involves significant materials upfront — boiler installs, full rewires, extensions — a deposit protects you. Once a quote is accepted, you can raise a deposit invoice in one step before the job is even scheduled.
Phased work quoted in stages
A builder quoting a loft conversion may quote the structural work, then revisit materials once walls are opened up. WrkGenie supports multi-line quotes broken down clearly for the customer.
Emergency callouts where there's no time to quote
Burst pipe at 9pm — the customer needs someone now. You'll invoice after. WrkGenie lets you skip the quote step and go straight to a job and invoice when the situation calls for it.
Insurance jobs that need full itemisation
Loss adjusters and insurance companies often require itemised breakdowns — labour and materials shown separately. WrkGenie's quoting lets you go granular when the job needs it, without making every quote that complex by default.
Why spreadsheet quotes break down
Most trade businesses start quoting in a spreadsheet or Word document. It works fine for the first few jobs. Then one of these things happens:
- Version confusion — you send "Quote_final.xlsx" and the customer replies to "Quote_v3_revised.xlsx". You can't remember which one had the correct price.
- No acceptance tracking — the customer says "yes, go ahead" on the phone, but three weeks later there's a dispute about what was agreed. A quote sent through WrkGenie gives you a timestamped record.
- Manual VAT calculations — if you're VAT registered, recalculating VAT on every change is error-prone. WrkGenie does it automatically as you update line items.
- Pricing inconsistency — you charge £85 to one customer and £95 to the next for the same job because you're working from memory. Quote templates create a consistent price floor.
- Forgotten follow-ups — you sent 12 quotes this month and have no clear view of which have been accepted, which haven't responded, and which have gone cold.
Who it's for
WrkGenie's quoting is used by electricians, plumbers, builders, gas engineers, roofers, cleaners, gardeners, and handyman businesses across the UK — mostly one or two-person operations where the person doing the work is also the one doing the admin.
Once a quote is accepted, it flows directly into job tracking and then into invoicing — all in the same system.
Quoting questions UK trades ask
Should quotes include VAT?
If you are VAT registered, yes — you must show the VAT element on any quote or price you give to a customer. If you are not registered (turnover below the £90,000 threshold), you do not charge VAT and should not add it. It is worth noting which applies on the quote itself to avoid confusion when the invoice arrives.
How long should a quote stay valid?
Most UK tradespeople set 30 days as the validity period. For material-heavy jobs — roofing, electrics, plumbing — material prices can move, so 14 days is more defensible. State the validity clearly on the quote so customers cannot come back weeks later and expect the original price.
Should I ask for a deposit before starting work?
For jobs over a day or two, asking for a deposit is entirely normal and protects you. 25–50% upfront is standard for larger projects. State the deposit amount and payment terms on the quote. WrkGenie lets you raise a deposit invoice from the accepted quote in one step.
What if material prices change after I quote?
If you quoted materials as a fixed line, you are typically committed to that price. This is why many tradespeople either add a materials-fluctuation clause for work not starting within 14 days, or quote materials as 'approximately' with a clear note that actuals will be confirmed. For long-lead jobs, price materials at the time of ordering rather than the time of quoting.
Should I separate labour and materials on the quote?
For domestic customers, many UK trades combine them into a single line. For commercial or insurance work, itemisation is often required — materials listed separately so the customer or insurer can see the breakdown. WrkGenie lets you do both: itemised or combined, depending on what the customer needs.
Related reading
- How to quote a job in the UK — pricing, what to include, and the mistakes that cost you the work
- How to price a job in the UK — labour, materials, overhead, and building in a proper margin
- Hourly rate calculator — work out the rate you need to charge before you start quoting
- Day rate calculator — useful for day-rate jobs and for setting your pricing floor