Drawing up a quotation is more than simply filling in a price table. It's a regulated commercial act, which partially commits the service provider and lays the foundations for a clear relationship with the customer. To ensure that your quotation is legal, legible and, above all, useful for conversion, it must comply with a number of precise rules.
In this article, we take stock of :
- Mandatory information to be included
- When a quotation is required by law
- And how quotation software (really) makes everyday life easier
🧾 What is a quotation?
A quotation is a written commercial document in which a professional offers a service or sale to a customer, with a fixed price for a given period.
It commits the service provider to the advertised terms until the customer withdraws. It serves to inform, convince and guide.
✅ Mandatory information on a quotation
To be legally valid and usable, a quotation must include the following information:
- Full identity of professional: name, SIRET, address
- Customer identity: name and contact details
- Quotation date
- Offer validity period
- Start date and estimated duration of service
- Precise details of goods or services offered
- Unit and total price (excl. and incl. VAT), including any charges
- Terms of payment
- Warranty conditions
- Professional insurance (if regulated activity): name, contact details of insurer, coverage area
💡 Please note: these elements can be automatically inserted by good quotation software.
Mandatory quotes: for whom? in what cases?
In certain professions and contexts, a quotation is legally required:
- Work and repairs at home: if the amount exceeds €150 including VAT
- Moving: mandatory estimate regardless of price
- Healthcare professionals: as soon as fees exceed €70
In all other cases, it is strongly recommended. It secures exchanges and serves as a legal basis in the event of litigation.
Why use quotation software?
Even if you can create a quote by hand or via Excel, modern software such as Kafinea offers decisive advantages:
- Automatically compliant models
- Customize fields to suit your business
- Automatic calculations excl.
- Direct e-mail with read tracking
- One-click conversion from estimate to invoice
- Centralized history by customer
💬 Bonus: at Kafinea, the integrated AI can even summarize your commercial exchanges to automatically pre-fill certain parts of the quote.
Conclusion: a well-done estimate is pro + compliant
Don't neglect the quotation: it's often your first formal sales act. A clear, complete and well-structured quote increases confidence... and the chances of conversion.
And with the right tool, you save time, reduce errors and stay 100% compliant.