The header: who, what and when
Before any prices, the buyer needs to know whose quote this is and whether it is still valid.
- 1. Your dealership details. Trading name, address, phone, email and VAT number. Use the same name and address everywhere you appear online.
- 2. The customer. Name, business, address and the person you dealt with.
- 3. A unique reference and revision. So "the quote you sent on Tuesday" means one document, and a revised quote is clearly the newer one.
- 4. Date and validity. Prices move, especially on imported machines. Say how long the quote stands, typically 14 to 30 days.
The machine and its specification
This is where most quotes are too thin. The buyer is often comparing several dealers, and the one that sets out the specification clearly looks like the one that knows what it is selling.
- 5. Make, model and condition. New or used; for used, the year, hours and serial number.
- 6. Key specification. Operating weight, power, capacities and dimensions relevant to the buyer's job.
- 7. Every option and attachment as its own line. Hitches, buckets, piping, cabs, warranties. Mark standard items as included rather than leaving them off.
- 8. Fit details. For attachments, the host machine and coupling details (hitch dimensions, flow, pressure) the order will depend on.
The money
Price disputes usually start with an ambiguous total. Make the arithmetic impossible to misread.
- 9. Line prices, subtotal, VAT and total inc. VAT. Show VAT separately at the current UK rate; business buyers reclaim it, so they look for it.
- 10. Delivery, PDI and any extra charges. Either as lines or clearly stated as included.
- 11. Trade-in or part-exchange. The machine, the allowance and the balance due after it.
- 12. Deposit. How much, by when, and how to pay, with bank details.
Timing, terms and the next step
The last part of the quote should make it easy to go ahead.
- 13. Lead time per item. In stock or factory order, and a realistic delivery estimate for each. "TBC" loses deals.
- 14. Terms and conditions. Your standard terms, warranty summary and anything specific to this deal.
- 15. How to accept. A signature block, or better, a link to accept online, and the name of the salesperson to call.
Quoting software vs a template
A Word template can tick every box above, but someone has to fill it in correctly every time. Quoting software fills it from the deal itself: DigDealer produces branded quotation PDFs with lead times, trade-ins and deposits on every quote, and lets the customer accept online. If you are weighing that up, read machinery quotes in Excel vs DigDealer.
Do this automatically
- Branded quotation PDFsProfessional, branded machinery quotations with lead times, trade-ins and deposits, emailed in one step.
- Digital quote acceptanceCustomers review, sign and accept online or in person, with a signed certificate and a deposit request.
- Machine configuratorBuild a quote from your own catalogue. Options, attachments and prices that actually fit the machine.
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Machinery quotation checklist: common questions
How long should a machinery quotation be valid for?
Typically 14 to 30 days. Imported machines priced in euros are often quoted for shorter periods because the exchange rate moves.
Should a machinery quote show VAT separately?
Yes. Show the subtotal, VAT at the current UK rate and the total including VAT. Business buyers need the VAT figure to reclaim it.
Should a quote include lead times?
Yes. State whether each item is in stock or a factory order and give a delivery estimate. Buyers planning work need it to decide.
What is the difference between a quotation and an estimate?
A quotation is a fixed price for a defined specification, valid for a stated period. An estimate is an approximate price that may change. Machinery dealers should send quotations.
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