One of the most common causes of disputes between tradespeople and clients is confusion over pricing. Many customers assume a price is fixed, while the tradesperson believes it’s only an estimate.
Understanding the difference between fixed quotes, quotes, and estimates — and using each correctly — can help UK tradespeople avoid disputes, protect profit, and run more professional businesses.
This guide explains the difference, the pros and cons of each, and when they should be used.
What Is an Estimate?
An estimate is an approximate price based on limited information. It gives the client a rough idea of cost but is not a fixed price.
Estimates are commonly used at early enquiry stages or where the full scope of work is unknown.
Pros of Using an Estimate
- Quick to prepare
- Useful for early budgeting
- Flexible if details change
- Suitable when information is limited
Cons of Using an Estimate
- Clients may mistakenly treat it as a fixed price
- Final cost can be higher than expected
- Less legally robust than a quote
- Higher risk of disputes if not clearly explained
When Should Tradespeople Use Estimates?
Estimates are best used when:
- The scope of work is unclear
- Further investigation is needed
- Plans or specifications are incomplete
- Early discussions are taking place
Tip: Always clearly label estimates as “Estimate” and make it clear that it is likely to change.
Often a price per square meter or price per point will be used to get the estimate. This is a great way to quickly gauge if the client will be put off by the cost before you invest time to prepare a more detailed price. You can be exposing yourself to risk if you do not provide more detail as it will be total unclear about what is included or not in your estimate. See our article about what should be included is a quote or estimate for more information.
What Is a Quote?
A quote is a more detailed price based on a defined scope of work. In UK contract law, a quote is generally considered a fixed offer once accepted — unless stated otherwise.
Quotes should only be used when the scope of works is clearly understood.
Pros of Using a Quote
- Clear pricing for the client
- More professional than an estimate
- Builds trust and confidence
- Easier to compare with other quotes
Cons of Using a Quote
- Risky if the scope isn’t fully defined
- Variations may be needed if work changes
- Can reduce flexibility
- Requires more time to prepare
When Should Tradespeople Use Quotes?
Quotes should be used when:
- The scope of work is clearly defined
- Site conditions are known
- Materials and labour can be accurately priced
- You are ready to commit to a price
Tip: Always include clear inclusions, exclusions, and variation terms.
What Is a Fixed Quote?
A fixed quote (sometimes called a fixed-price quote) is a price that will not change, even if the work takes longer or costs more — unless the scope changes.
Fixed quotes carry the highest level of commitment and risk for tradespeople.
Pros of Using a Fixed Quote
- Maximum price certainty for the client
- Builds strong trust
- Attractive to clients comparing prices
- Reduces pricing discussions later
Cons of Using a Fixed Quote
- Higher financial risk for the tradesperson
- No protection against unexpected issues
- Requires very accurate pricing
- Profit can be lost if risks aren’t allowed for
When Should Tradespeople Use Fixed Quotes?
Fixed quotes are best used when:
- The scope of work is very clear
- When the work is done day in day out and is clearly defined, so parameters for all are well understood
- Risks are minimal
- Site conditions are known
- Adequate contingencies are included
Tip: Fixed quotes should always include clear exclusions and variation clauses.
Key Differences at a Glance
| Type | Price Certainty | Risk to Tradesperson | Best Used When |
| Estimate | Low | Low | Early stages, unclear scope |
| Quote | Medium–High | Medium | Defined scope, known conditions |
| Fixed Quote | Very High | High | Clear scope, low risk |
Common Mistakes Tradespeople Make
- Calling an estimate a quote
- Not clearly labelling pricing documents
- Failing to explain differences to clients
- Using fixed quotes on uncertain work
- Not pricing risk properly
These mistakes often lead to disputes and lost profit.
How to Protect Yourself
UK tradespeople should always:
- Clearly label pricing documents
- Use written scopes, inclusions, and exclusions
- Explain pricing types to clients
- Price risk appropriately
- Use professional quoting tools
How Price Doctor Helps
Price Doctor helps UK tradespeople:
- Produce professional estimates, quotes, and fixed quotes
- Clearly define scopes and allowances
- Include overheads, profit, and risk
- Reduce disputes and improve margins
Price smarter. Quote professionally. Use Price Doctor.
Final Thoughts
There’s no “right” pricing method for every job. The key is using the right pricing type at the right time and making sure clients understand what they’re being given.
What is a name? Even an estimate which clearly defines exactly what is included, what is not and what are provisional costs, will be sufficient and provide a clear understanding of what will be done for what cost.
Clear pricing leads to better clients, smoother jobs, and healthier businesses. Get the pricing right with detailed information which can be clearly understood and you will avoid a lot of the issues that can arise. This is exactly what Price Doctor is for.
