All About Freelancing

Tag: how to create a quote

  • What to Include in a Quote: Essential Elements (PDF Download)

    Hello, dear readers! Today, I want to talk about what to include in a quote and what’s essential elements for small businesses. When I started Digital Log Studio in Toronto, I was so excited to help small businesses like Hanna’s Cafe with their websites and SEO. But, honestly, I didn’t realize how important a clear quote for small business owners could be until I made a few mistakes. I remember that I wasn’t sure about “What should be in a quote?” and I felt a bit lost because my early quotes weren’t clear. I know how tricky this can feel. I’m here to share my story, my lessons, and what to include in a quote to help your small business grow. Let’s figure this out together!

    You can find the Checklist for Quote PDF at the end of this post–don’t forget to download it! You will find out what to include in a quote from the file.

    Why a Quote is not just a piece of paper

    A quote isn’t just a piece of paper—it’s like a friendly wave to your client. When I sent my first quote to Hanna’s Cafe, my hands were shaking! I worried, “Did I explain everything well?” But a good quote builds trust and makes clients feel comfortable. In Toronto, where small businesses are so lively, knowing what to include in a quote can help you connect with clients in a meaningful way.

    What to Include in a Quote

    Here’s what I’ve found, after a few tries, makes a quote complete and professional:

    1. Your Business Details

    Your quote should show who you are, like a business card. Include:

    • Business Name: Mine is Digital Log Studio, and I’m proud of it.
    • Contact Information: My email and phone number so clients can reach me easily.
    • Logo (If You Have One): As a graphic designer, I add my logo to make it feel like me.

    I once sent a quote to a Toronto bakery without my phone number. They wanted to call but couldn’t, and I almost lost the project. Now, I make sure clients can find me without any trouble.

    2. Client Details

    Make the quote feel personal by including:

    • Client’s Name or Business: For example, “Hanna’s Cafe.”
    • Their Contact Information: Their email, if they shared it. This shows you care about their specific needs. It’s a small thing, but it means a lot to small business owners.

    3. Quote Number and Dates

    Keep things organized with:

    • Quote Number: Something like “Q-2025-002” to track it.
    • Issue Date: The day I send the quote.
    • Validity Period: How long the quote is good for—I usually pick 30 days.

    I learned about validity periods the hard way. A client tried to accept a quote three months later, but my costs had gone up. Adding “valid for 30 days” keeps everything fair.

    4. A Clear Scope of Work

    This is where you explain what you’ll do. Be specific:

    • Services or Products: Like “Website with three pages” or “SEO for local Toronto searches.”
    • Quantity or Hours: For example, “8 hours of design work.”
    • Deliverables: What they’ll get, like “two logo designs with one revision.”

    For Hanna’s Cafe, I listed every step—design, SEO, and testing. The owner later told me, “I trusted you because you showed exactly what I’d get.” That felt so wonderful to hear!

    5. Estimated Costs

    Be open about the price:

    • Itemized Costs: For example, “Website design: $800” and “SEO setup: $400.”
    • Total Amount: A single number, like “$1,200.”
    • Taxes: In Canada, I add HST, such as “HST: $156.”

    I used to just write one total, but a client once asked, “What’s this for?” Now, I break it down, and clients thank me for being so clear.

    6. Payment Terms

    Explain how payment works:

    • Payment Schedule: Like “50% before I start, 50% when I finish.”
    • Payment Methods: I offer bank transfer or PayPal.
    • Due Dates: For example, “Payment due 14 days after invoice.”

    One time, a client paid late because I didn’t mention a schedule. Adding terms like “50% upfront” has made projects run so much smoother.

    7. Terms and Conditions

    Protect yourself and the client with:

    • Revisions: How many changes are included, like “One revision round.”
    • Timeline: When I’ll finish, like “Project done in 3 weeks.”
    • Cancellation Rules: What happens if the project stops.

    I didn’t include this at first, and a client kept asking for more revisions. Now, I set gentle boundaries, and it feels fair for both of us.

    8. A Warm Note

    This is my favourite part. Add a short message:

    • Thank You: I write, “Thank you for considering Digital Log Studio!”
    • Next Steps: “Please let me know if you’d like to move forward or have questions.”

    When I added a note to Hanna’s Cafe’s quote, they replied, “You seem so kind!” That little touch made them feel special.

    A New Story from My Journey

    Just last month, I sent a quote to a Toronto florist for a small website. I was nervous because they seemed unsure about the budget. I included all these elements, especially a clear scope and a note saying, “I’m here to help your shop bloom online!” They called me the next day, saying, “Your quote made it so easy to understand.” That moment reminded me why I love helping small businesses—it’s about making them feel cared for.

    Tips to Make Your Quotes Work Better

    Here’s what I’ve learned to create quotes that clients love:

    • Keep It Simple: I use easy words because, as an ESL freelancer, I want everyone to understand me.
    • Use Tools: Canva makes my quotes look beautiful, and Wave helps me track them.
    • Make It Yours: I add my Digital Log Studio logo to show my style.
    • Check In: I email after a week to ask, “Any thoughts on the quote?” It shows I care.
    • Avoid Mistakes: I once sent a quote with the wrong total—oh, I was embarrassed! Now, I read it twice before sending.

    Why This Matters

    A quote is like a smile—it sets the tone for working together. In Toronto, where small businesses are so vibrant, knowing what to include in a quote helps you stand out. I used to send messy quotes, but learning these steps has made my work with clients like Hanna’s Cafe so joyful. I hope this gives you the confidence to create quotes that win trust and projects!

    Additional Thoughts

    A great quote for small business success comes from clarity and care. Include your details, the client’s information, a clear scope, costs, and a kind note. These steps make your quote professional yet warm. I’d suggest Canva for lovely designs and Wave for organization. My hope is that this guide helps you craft quotes that make your clients feel valued and excited!

    Do you have questions about what to include in a quote? Please share a comment or reach out—I’d be so happy to help you!

    Download the checklist PDF

     

  • Invoice vs Quote: When Should You Use Each?

    Hello and welcome!

    When I began my journey with Digital Log Studio in Toronto, I poured my heart into helping clients like Hanna’s Cafe with websites and SEO projects. But I quickly realized paperwork was just as important. Many kind people—small business owners, especially—asked me, “What separates an invoice from a quote?” I felt that same uncertainty myself in the early days, learning English step by step as I built my business. I’m eager to share my story and guide you through the difference between invoice vs quote and when to use an invoice or a quote. Let’s walk through this together and make it simple!

    What Is an Invoice?

    An invoice is a document you send a client after completing a job or delivering a product. It’s my gentle way of saying, “Here’s what you owe for the effort I put in.” I remember finishing a website for Hanna’s Cafe—a project I loved—and sending an invoice that listed my design hours, SEO adjustments, and the price we agreed on. For me, it feels like a friendly note to close a chapter of hard work.

    What Goes in an Invoice?

    • Work Details: A clear breakdown of my efforts, like “Built a website for a cafe” or “Set up a Google Ads campaign.”
    • Payment Information: The total to pay, a due date (14 days works well for me), and options like bank transfer or PayPal.
    • My Information: My business name, Digital Log Studio, and how to reach me.
    • Invoice Number: A special number to keep my records neat and tidy.

    Early on, I forgot to add a due date to an invoice for my clients. Weeks passed with no payment, and I thought, “Oh no, I should have been clearer!” That taught me to always check my work and make the process smooth for everyone.

    When to Send an Invoice

    Send an invoice when:

    • You complete a project, perhaps a logo design or an ad campaign.
    • You and the client settle on a price, and payment time arrives.
    • You need a record for taxes—very important here in Canada with HST.

    Tip: I rely on Wave for invoices. It’s free, tracks HST, and makes life easier for a Toronto freelancer like me.

    What Is a Quote?

    A quote comes before the work begins. It’s my estimate of a project’s cost, shaped by what the client needs. I see it as a warm starting point. When Hanna’s Cafe first approached me, I sent a quote for $1,200 to cover website design and SEO. We talked it over, and I felt relieved knowing we both understood the plan before I dove in.

    What Goes in a Quote?

    • Estimated Cost: A general amount, like “$1,000 to $1,500 for a website.”
    • Work Scope: What I’ll provide, like “two logo designs and one revision.”
    • Validity Period: How long the quote lasts—I use 30 days.
    • No Commitment: Clients can say yes or no, and I’m happy either way.

    When to Send a Quote

    Send a quote when:

    • A client wonders, “How much will this be?” before I start.
    • I’m offering to take on a project, like a website or ad setup.
    • I want a clear plan to keep us both on the same page.

    Tip: I enjoy designing quotes in Figma, Illustrator or Canva. A neat, professional look helps me shine in Toronto’s busy market.

    Invoice vs Quote: How Are They Different?

    Here’s a simple table to show the difference:

    Invoice vs Quote, how are they different?

    Real-Life Stories from My Journey

    I’d be delighted to share moments from my freelancing days to explain this better:

    1. Website for a Cafe: A wonderful cafe owner in Toronto asked about a website. I sent a quote for $1,200, covering design and SEO, good for 30 days. They nodded yes, and I worked hard. After finishing, I sent an invoice for $1,200, due in 14 days. They paid promptly, and I felt so happy to see their online visits grow!
    2. Google Ads Project: A small business owner wanted help with Google Ads. I offered a quote: $400 to set up and $150 monthly to manage. After a month, with a 4% click-through rate, I sent a $150 invoice. Starting with a clear quote made everything feel calm and organized.

    Tips to Make Invoices and Quotes Work for You

    • Be Clear: I list every detail to avoid confusion. Once, a client thought revisions were included because my quote was vague—I learned to be precise!
    • Use Helpful Tools: Wave or FreshBooks for invoices and Canva for quotes save me time and look professional.
    • Add a Personal Touch: As a designer, I add my Digital Log Studio logo. It feels special and builds trust.
    • Watch Interactions: I check Google Analytics 4 to see how clients use my booking page. It teaches me what they like.
    • Follow Up Kindly: If an invoice is late, I send a gentle note. For quotes, I check in after a week to show I care.

    Why This Matters

    I’ve found that using invoices and quotes well strengthens my bond with clients. In Toronto’s lively market, clear communication makes me stand out. When I began Digital Log Studio, I stumbled—one client asked, “When do I pay this?”—and I realized quotes set expectations, and invoices finish the job. Helping clients like Butter Cafe grow feels truly rewarding!

    Final Thoughts

    Here’s the heart of it: send a quote to share a cost estimate before you begin, and an invoice to request payment after you finish. Both help your business flow smoothly, whether you’re freelancing or supporting Toronto small businesses like I do.

    Have questions about invoices vs quotes? Please leave a comment or reach out—I’d be thrilled to help you figure this out!

    Also, I’m planning to upload PDFs or editable design files for Invoices and Quotes, so wait for it!