Quick Answer
To write a quote for a job:
- Define the full scope of work — inclusions and exclusions
- Calculate labour costs including travel, supervision and overtime
- Add materials, parts, consumables and procurement
- Include equipment, vehicles and operational costs
- Apply markup and margin to cover overheads and risk
- Document terms, validity, exclusions and variations
- Review every number before you send it
What Is a Quote for a Job?
A quote is a document sent to a customer before work begins that outlines the scope of work, estimated costs, labour charges, materials and equipment, and terms and conditions. Once approved, the quote often becomes the foundation for the project or job.
For contractors, quotes help estimate labour hours, materials, equipment hire, travel and mobilisation, procurement costs and site-specific requirements. Whether you work in mining, field service, workshops, fabrication or heavy industry, your quoting process directly impacts profitability, client trust, operational planning, procurement, labour allocation and cash flow.
What Should a Contractor Quote Include?
A professional contractor quote should include each of these sections:
| Quote Section | Purpose |
|---|---|
| Business Details | Company name and contact information |
| Client Details | Customer or company receiving the quote |
| Quote Number | Helps track quotes internally |
| Quote Date | When the quote was issued |
| Scope of Work | Description of work being completed |
| Labour Costs | Estimated labour charges |
| Materials & Parts | Required materials or components |
| Equipment Costs | Machinery or equipment charges |
| GST & Taxes | Tax calculations |
| Terms & Conditions | Payment terms and conditions |
| Quote Expiry Date | How long the quote remains valid |
How to Write a Quote for a Job: 7 Steps
Step 1: Understand the Scope of Work
Clearly define what's included, what's excluded, site requirements, labour and equipment needed before pricing anything.
Step 2: Calculate Labour Costs
Account for hourly rates, overtime, site allowances, travel time, mobilisation, supervisors and subcontractors.
Step 3: Add Materials & Procurement Costs
Include materials, parts, consumables, freight, supplier charges and equipment hire. Don't underestimate procurement.
Step 4: Include Equipment & Operational Costs
Vehicles, fuel, crane hire, workshop equipment, site accommodation, travel expenses and safety equipment.
Step 5: Add Markup & Margin
Cover overheads, protect profitability, manage project risk and account for unexpected costs.
Step 6: Clearly Outline Terms & Conditions
Payment terms, quote validity, scope exclusions, variations process, delivery timelines and warranty information.
Step 7: Review Before Sending
Double-check labour calculations, material pricing, GST, margin accuracy, scope wording and client details.
Step 2 example — labour breakdown:
| Labour Item | Hours | Rate | Total |
|---|---|---|---|
| Boilermaker | 20 | $140/hr | $2,800 |
| Site Supervisor | 8 | $160/hr | $1,280 |
Example Quote for a Contractor Job
Scope of work: Repair and reinforce excavator bucket cracking and wear damage.
Labour
| Item | Hours | Rate | Total |
|---|---|---|---|
| Boilermaker Labour | 24 | $145/hr | $3,480 |
| Site Supervisor | 6 | $165/hr | $990 |
Materials
| Item | Cost |
|---|---|
| Wear Plate Steel | $1,250 |
| Welding Consumables | $320 |
Equipment
| Item | Cost |
|---|---|
| Crane Hire | $850 |
| Site Vehicle Costs | $180 |
Total Quote
| Section | Amount |
|---|---|
| Labour | $4,470 |
| Materials | $1,570 |
| Equipment | $1,030 |
| GST | $707 |
| Total | $7,777 |
Common Quoting Mistakes Contractors Make
Underestimating labour
Especially in shutdown work, site projects, reactive maintenance and remote jobs.
Forgetting procurement costs
Freight, supplier changes and delays heavily impact profitability.
Relying on spreadsheets
Creates double handling, version control issues, pricing inconsistencies and human error.
Missing billable items
Travel, consumables, site allowances, equipment wear and admin time all get forgotten.
Slow quote turnaround
Slow quoting causes businesses to lose work to faster competitors.
Skipping the review
Small errors in labour rates or GST can wipe out margin on a whole job.
How Quoting Software Helps Contractors
Modern quoting software helps contractors:
For mining and heavy industry contractors, connected operational systems are especially valuable — turning each quote into the starting point for scheduling, procurement, fieldwork and invoicing.
Quote vs Estimate: What's the Difference?
Quote
A formal proposed price for work — fixed against the scope you've documented.
Estimate
A rough approximation that may change as the job evolves.
Because operational costs can vary significantly in mining and industrial projects, many contractors use digital quoting systems to improve accuracy.
Frequently Asked Questions
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