Quoting Process

April 13, 2021

Your days are full of to-do lists, the last thing you want when you sit down at your computer is to play catch up, or try and figure out where you left off from last time. I’ve been there but I’m not anymore.

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Your days are full of to-do lists, the last thing you want when you sit down at your computer is to play catch up, or try and figure out where you left off from last time. I’ve been there but I’m not anymore. What if I told you you could save a tonne of time and effort by implementing my no brainer quote request process? Learn my quick and easy system for emailing quote requests that, once set up, you can come back to and use over and over again. Time saver alert! Once you have read this freebie you will know the system, have a clear understanding of how to set it up and make the most out of it.


You’re likely to have received an email from your client or architect with a tonne of plans, engineering, specs and much more. The first step you’re going to want to take is to create a dropbox folder titled with the project address and load in all of the files. Once the files are in your dropbox folder, you can create a link for that specific folder allowing you to share it with those who require the documents. 

How to share with a link from the Dropbox folder on your computer

  1. Open the Dropbox folder on your computer.
  2. Right-click the file or folder you’d like to share.
  3. Click Share.
  4. If a link hasn’t been created, click Create a link. If a link was already created, click Copy link.
  5. The link will be copied to your clipboard.

Step. 2

Go to Google docs and create a new file called Quote Request. Then copy and paste the below template into it, and save yourself a copy. I always have a master copy in case something happens to the document I’m working on. I also paste the dropbox link onto the document so that when I copy the content into my first email I can copy it and post it into the word “here”, where is says “Please find your link here”. I use mac mail so the process is:

  1. Highlight the text or image with your mouse and then 
  2. Select “Add Link” from Mail’s “Edit” menu. 
  3. Click the field on the prompt that appears and press “Command-V” to paste the URL you earlier copied. 
  4. Alternatively, type a URL in the box manually. Click “OK” when finished.

Non-mac mail users, look for the hyperlink icon on your email dashboard.

Email Subject: (Street Address, Suburb) – Quote request

Hello XXX,

Please find the link here to the tender documents for (Street address, Suburb). Please let me know if you have any issues accessing the documents.

I am seeking a quote for (XXX). Please may I have your quote back by (Day) the (Month)?

Project description: (Street address, Suburb)

Please reply so I know you have received this email.

This project is estimated to start in (Estimated start date)

Kind regards, 

(Your name here)

Step. 3

Review the architectural plans and make a list of all of the trades and suppliers that will need a copy. Once the list is complete, start to work through the email list, ticking them off as you go. Make sure you check the name field and what you require from them, then you’re ready to send!. I could write a whole freebie on the wonders of checklists, but make sure you tick them off or cross them out as you go. It’s surprising how often our brains can forget small details on simple tasks like these. 

Step. 4

Follow up! Check your outbox to ensure they were all sent. If you don’t get a reply from someone, follow up. “Hey, sorry to bother you, I just want to make sure that you have received the documents for XXX… We’re so excited about this project!”

And that, my friends, is my process for sending quote requests. It’s simple, easy to set up on repeat, and is a no brainer for saving your precious time. 

I hope you found it useful, happy quoting! Want to learn how to generate more leads? Freebie XXX Or pop on over to my Podcast and subscribe to never miss an episode.

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I’m Holly, the coastal mum from Behind the Tools.

I’m here to guide builders and their partner’s entrepreneurial minds in the art of transforming overwhelming business management into simple profitable solutions.

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