Retailers send quotes for bulk orders, corporate gifting, special or custom orders, and large purchases like furniture or appliances with delivery. Buyers usually compare your price against online sellers and other local shops, so the quote needs to show what is included beyond the product itself.
When to use estimates: Use estimates to provide project quotes and get client approval before starting work. Once approved, convert your estimate to an invoice with one click to collect payment.
Create an invoice for payment collection
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Small differences in model or finish change the price and cause returns if the customer expected something else.
Supplier costs change, and a quote that never expires can leave you selling below cost.
Special orders can take weeks, and customers need a realistic date, along with what happens if the supplier is delayed.
Sets expectations before the order is placed and protects you if the customer cancels.
These are easy to forget in a product quote and add real cost and labor to the sale.
Shows whether tax is included, added at invoicing, or waived because of an exemption certificate.
Custom and special-order items often can't be returned, and the customer should agree to that before you order.
| Service | Priced | Typical range |
|---|---|---|
| Bulk or business order discount | percent off shelf price | 10-30% |
| Local delivery | per delivery | $15-75 |
| Large item assembly (furniture, grills, bikes) | per item | $40-150 |
| Gift wrapping or gift basket packing | per item | $3-12 |
| Personalization or engraving | per item | $5-25 |
| Shipping and handling | per package | $8-25 |
| Special order handling | per order | $0-25 |
| Restocking fee on returned non-defective items | percent of item price | 10-25% |
Typical US ranges. Rates vary by region, experience, and job size.
Confirm the wholesale price and freight with your supplier before quoting a big order. Pricing from last season's cost is one of the most common ways shops lose margin.
Listing the full shelf price and then a volume discount line shows the customer the value, and it makes a repeat order easier to price consistently.
Giving prices at 25, 50, and 100 units lets corporate buyers choose and often nudges them to a larger order.
If customers compare your quote to online prices, say what is in your price that theirs lacks, such as local delivery, setup, or easy returns, rather than just cutting the number.
Usually not for standard product quotes. For custom designs that require samples or mockups, it is reasonable to charge a sample fee and credit it toward the order if they proceed.
Seven to 30 days is typical. Use the shorter end for items with volatile supplier pricing and the longer end for stable, in-stock goods.
Only if your quote says so. Put a validity date on every quote and a line stating that pricing is guaranteed only until then, or after the deposit is paid.
Issue a revised quote with the new items and price, and get it approved before ordering. Changes made informally by phone or in the store are the usual source of invoice disputes.
Use the Retail invoice template to bill the client, or convert this estimate once it's approved.
Retail invoice template