1. Record what the customer is actually asking for
Use a consistent intake note: service type, site, areas, timing, frequency, access, inclusions and exclusions. This gives the quote a factual starting point and makes it easier to revisit a decision if the scope changes.
Avoid turning a rough conversation into a fixed price without noting what is missing. A scope change should lead to a new review, not an invisible adjustment.
2. Check the internal cost assumptions
List the labour time, consumables, travel and other job-specific inputs used for the proposed service. If you include a rate or allowance, keep it connected to a known business decision rather than an unexplained figure copied from an old quote.
The workflow should make internal cost checks possible without exposing those workings in the client-facing quote.
3. Review the margin before sending
Compare the proposed customer amount with the internal inputs and the contribution-margin target you have chosen. If the figure looks weak, identify the input that needs review: the scope, time, cost, margin target or the suitability of the job.
This is planning information only. Actual outcomes can differ from the quote assumptions, so retain the original inputs and update your process based on real operating data.
4. Keep a usable record
Store the quote, date, service assumptions and any follow-up. A record helps prevent a price being treated as a universal rate when it was made for a specific job.
CleanQuote AU supports this local workflow in an XLSX workbook. It is not a tax, accounting or legal system, and users remain responsible for their decisions and records.