How to write a quote in NZ, with GST
What to include, how to show GST, a template to copy, and the details that win the job.
Quote or estimate?
A quote is a fixed price for the work described. An estimate is your best guess, and the final price may differ. If the job could change once you start, say so and use an estimate, with what would change the price.
What every quote should include
- Your business name, contact details and, if GST-registered, your GST number
- The customer's name and the job address
- A quote number and date, and how long the price is valid (for example 30 days)
- Exactly what is included, and what is not
- The price, with GST shown (see below)
- Payment terms: deposit, when the balance is due, how to pay
- How to accept: reply, sign or click
Showing GST at 15%
If you are GST-registered (you must be once your turnover is over NZ$60,000 in 12 months), show the price excluding GST, the GST, and the total. Prices to consumers should be shown including GST.
| To work out | Do this | Example |
|---|---|---|
| Price including GST | Price excluding GST × 1.15 | $1,000 × 1.15 = $1,150 |
| GST in an inclusive price | Price including GST × 3 ÷ 23 | $1,150 × 3 ÷ 23 = $150 |
| Price excluding GST | Price including GST ÷ 1.15 | $1,150 ÷ 1.15 = $1,000 |
A template to copy
QUOTE [number] Date: [date]
[Your business] · [phone] · [email] · GST no. [number]
For: [customer name], [job address]
The job
- [Item 1: what, how much] $[amount]
- [Item 2] $[amount]
Not included: [anything they might assume]
Subtotal (excl. GST) $[amount]
GST (15%) $[amount]
Total (incl. GST) $[amount]
Valid until: [date, e.g. 30 days]
Payment: [deposit %] to book, balance [on completion / within 7 days]
To accept: reply "Accepted" or sign below.Mistakes that lose the job
- Sending it days later. Speed often wins the job. Aim for the same or next day.
- A single number with no breakdown. Customers trust a quote they can read.
- Leaving GST unclear. Say whether every price includes GST.
- No follow-up. A short check-in two or three days later wins work that would have gone quiet.
JENA turns your job notes into a tidy quote in this format and drafts the follow-up, and you check every figure before it is sent. For the next step after the work, see how to chase unpaid invoices.
Questions
Does a quote in New Zealand have to include GST?
If you are GST-registered, show GST clearly. Prices given to consumers should include GST, and many businesses show the subtotal, GST and total.
What is the difference between a quote and an estimate?
A quote is a fixed price for the work described. An estimate is a best guess, and the final price may differ.
How do I work out GST at 15%?
Multiply the price excluding GST by 1.15 to get the total. To find the GST inside an inclusive price, multiply it by 3 and divide by 23.
How long should a quote be valid?
Many businesses use 30 days. Say the date on the quote so the customer knows when the price may change.
Quotes out the same day.
JENA drafts the quote and the follow-up; you check the numbers. Free for 7 days.