Checklist
AU Tradie Quoting Checklist
Most lost margin on a trade job is decided before you ever turn up to site. This is the end-to-end checklist — pre-quote, pre-acceptance, mid-job, close-out, payment chase — that experienced AU tradies use to keep their margin intact.
In this checklist
- 5 sections covering the full quote-to-payment lifecycle.
- ~50 actionable items in plain English.
- Printable — Cmd+P / Ctrl+P prints clean.
- Free to bookmark, share, or print for your team.
The checklist
Run this on every job, not just the big ones
The 30-minute kitchen quote loses margin the same way the $50k bathroom does — by skipping the boring steps.
Before you send the quote
Most lost margin starts here — at the moment you're deciding what number to write down. Run through this before you hit send.
- Site visited (or photos / scope confirmed in writing) — no quoting blind from a phone call.
- All labour hours estimated, including setup, travel, clean-up, and waste removal.
- Materials priced from a current supplier list (not from last quarter's prices).
- Overhead allocation applied — your hourly cost number, not your wage number.
- Target gross margin baked in (not 'we'll see what's left at the end').
- GST treatment correct — 10% added if you're registered, clearly shown as a separate line.
- Inclusions list spelt out (materials, labour, certifications, sign-off).
- Exclusions list spelt out (what's NOT in the price — power upgrade, asbestos, permits, rectifications).
- Variation clause — what happens if scope changes after acceptance, and how variations are priced.
- Payment terms clear — deposit %, progress claim structure, final payment trigger.
- Quote validity period (most AU tradies use 30 days; longer if material prices are volatile).
- Sanity-checked the final price against a recent comparable job's actual margin.
Before you accept the job
Once the customer says yes, you have one more chance to lock in the terms cleanly.
- Written acceptance received (email reply, signed quote, or PO) — not just a verbal yes.
- Customer's full legal name + ABN (if a business) recorded for invoicing.
- Site access logistics confirmed (key collection, alarm code, who's home when).
- Material order placed with delivery date confirmed.
- Sub-contractor bookings confirmed (electrician, plumber, etc.) for the scheduled day.
- Workers comp / public liability insurance confirmed current and adequate for the job size.
- Deposit invoice issued and paid (or scheduled to be paid before work starts).
- Job scheduled in your calendar with a realistic time buffer (most tradies under-buffer).
Once the work has started
The job is in motion. The margin protection now is about catching scope creep early.
- Daily photo log — start, mid, end of each day, especially before covering or sealing.
- Any scope change discussed → priced → confirmed in writing BEFORE the extra work is done.
- Material substitutions documented (and re-priced if more expensive).
- Time tracked against the original quote estimate — flag at 70%, 90%, 100% of estimated hours.
- Sub-contractor invoices reconciled against the original quote allowance.
- Customer kept informed of any delays or unforeseen issues within 24h.
- Variation invoices issued at the time of the variation, not bundled into the final invoice.
Closing the job out
How you finish dictates whether you get paid quickly and whether the customer refers you.
- Final walk-through done with customer; defects list captured + signed.
- All defects rectified within agreed timeframe (or new defects-only invoice issued).
- Certifications, compliance forms, electrical safety certificates delivered to customer.
- Final invoice issued same day as completion — not a week later.
- Photo log uploaded to your job-management software (ServiceM8, simPRO, or equivalent).
- Customer asked for a review / referral — done politely, with a specific channel (Google Reviews, Word of Mouth).
- Final profit vs quote reviewed — what was the actual margin, and what's the lesson for the next quote?
If you have to chase the invoice
Late-payment chase is part of the job. Here's the escalation that actually works in Australia.
- Day 1 after invoice due: polite reminder email — assume oversight.
- Day 7 overdue: phone call to the person who hired you.
- Day 14 overdue: formal email with the invoice attached again + late fee notice if your T&Cs allow.
- Day 21 overdue: final demand letter with a 7-day deadline + warning of mercantile / legal action.
- Day 28+ overdue: hand to a mercantile agent OR lodge with VCAT / equivalent state tribunal for amounts under the threshold.
- Document every contact attempt with dates + times — useful if you escalate.
Pair the checklist with the calculators
- Tradie Quote Calculator — pressure-test the price before you send.
- Job Costing Calculator — for the post-job review.
- Invoice Late Fee Calculator — for the chase-the-invoice section.
Disclaimer
Use as a starting point, not legal advice
Important note
BizTools.au is designed to make business numbers easier to check, but calculator outputs still need judgment and real-world context.
- Calculator results are general estimates only and depend on the figures entered.
- Examples and summaries are provided for general information, not legal, tax, accounting, payroll, or financial advice.
- Before relying on a result for a real decision, check your assumptions and get qualified advice where needed.