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How to write a quotation in Kenya
A quotation, also called a quote or estimate, tells a customer what you will charge before any work starts. It helps them decide, and it protects you because the price and the scope are written down. This guide covers what to include and how to turn an accepted quotation into an invoice.
Quotation or invoice?
A quotation is an offer: "this is what it will cost." A customer can accept it, negotiate it or walk away. An invoice is a request for payment for work that is done or agreed. Send a quotation first when the customer wants to know the price in advance, then send an invoice once they accept and the work is delivered.
What to include in a quotation
- Your business details and the customer's details.
- A quotation number and the date.
- A validity period. For example, "valid for 14 days". Prices of materials and services change, and this stops an old quote being used months later.
- A clear list of what is included. Describe each item, the quantity and the price. If something is not included, say so.
- The total, with any tax shown separately where it applies.
- Payment terms. A deposit, if you ask for one, and when the balance is due.
- Delivery or timeline. When you can start and when you expect to finish.
Step by step: write a quotation with BizKipe
- Open the BizKipe document builder.
- Switch the document type to Quotation.
- Enter your details and the customer's details.
- Add the items with their quantities and prices.
- Check the preview, then print it or choose Save as PDF.
- Send it on WhatsApp or by email, and ask the customer to confirm in writing that they accept.
Tips for quotations that win work
- Reply quickly. A fast, clear quote often beats a slightly cheaper one that arrives late.
- Keep it simple. Customers should understand it in one read.
- Do not underquote. Include your time, transport and materials so the job is worth doing.
- Get acceptance in writing. A reply such as "Accepted, please start" on WhatsApp or email is enough for most small jobs.
Once a quotation is accepted, keep the same item list and prices when you make the invoice, so the customer sees no surprises. Read how to make an invoice in Kenya for the next step.
Create an invoice or quotation free →
Common questions
How long should a quotation be valid?
Seven to thirty days is common. Choose a period that matches how quickly your costs can change, and write it on the quotation.
Is a quotation legally binding?
It depends on the wording and the circumstances, and a signed acceptance makes it much stronger. For larger jobs, ask a lawyer how to word your terms. This guide is general information, not legal advice.
Can I turn a quotation into an invoice?
Yes. Keep the same items and prices, change the document type to Invoice, add an invoice number and a due date, and send it when the work is done.