How to write a flooring quote customers sign
Published
A quote does two jobs. Before it's signed, it tells the customer exactly what they're buying. After it's signed, it's the agreement you both work from. The quotes that get signed fastest are specific, easy to read and easy to accept.
What to include
Your business
Business name, phone and email, and your license or registration number if your state, province or country requires one for flooring work.
The customer and the job
Customer name, job address and contact details, a quote number, the date, and how long the price holds. Material prices move, so a validity period such as 30 days protects you.
Scope, room by room
Each room with its measured area, the product (brand, line and color), the pattern, and the prep: removing and hauling away the old floor, moving furniture, leveling, baseboard and transitions. If it isn't written down, the customer can fairly assume it's included.
Materials and labor on separate lines
Customers compare quotes line by line. Show quantities (boxes, rolls, lengths) and unit prices for materials, and labor by area or by task.
Tax
Show tax as its own line: sales tax, VAT or GST, depending on where you work. What it applies to (materials only, or labor as well), and whether prices for consumers must be shown with tax included, depend on local rules, so check them where you work.
Total, deposit and payment terms
The total, the deposit and when it's due, when the balance is due, and how the customer can pay. Taking deposits on flooring jobs covers how much to ask for.
What isn't included, and how changes work
List exclusions plainly. The common one is subfloor repair: you can't see it until the old floor is up, so say how it will be priced, for example per square foot, and that you'll get the customer's approval before doing it.
A place to sign
A clear acceptance line with the customer's name and the date. Once it's signed, both sides keep the same terms.
Sample line-item layout
Kitchen and dining room, 296 sq ft (27.5 m²), luxury vinyl plank, straight lay at 7% waste. All prices are examples in US dollars, and the tax line follows a US-style sales tax on materials only; your currency and tax rules may differ.
| Item | Qty | Unit | Amount |
|---|---|---|---|
| Luxury vinyl plank, 20.5 sq ft (1.9 m²) per box296 sq ft × 1.07 = 316.72 ÷ 20.5 = 15.45, rounded up | 16 boxes | $49.99 | $799.84 |
| Underlayment, 100 sq ft (9.3 m²) rolls296 ÷ 100 = 2.96, rounded up | 3 rolls | $32.00 | $96.00 |
| Transitions | 2 | $28.50 | $57.00 |
| Baseboard, 8 ft (2.4 m) lengths68 ft + 10% = 74.8 ft ÷ 8 = 9.35, rounded up | 10 | $14.25 | $142.50 |
| Materials subtotal | $1,095.34 | ||
| Sales tax on materials, 7%$1,095.34 × 0.07 = $76.6738 | $76.67 | ||
| Remove and haul away carpet | 296 sq ft | $0.75 | $222.00 |
| Install flooring | 296 sq ft | $2.75 | $814.00 |
| Install baseboard | 68 ft | $1.50 | $102.00 |
| Labor subtotal | $1,138.00 | ||
| Total | $2,310.01 | ||
| Deposit due on signing, 30%$2,310.01 × 0.30 = $693.003 | $693.00 | ||
| Balance due on completion$2,310.01 − $693.00 | $1,617.01 |
Checking the totals
Materials: 799.84 + 96.00 + 57.00 + 142.50 = $1,095.34
Labor: 222.00 + 814.00 + 102.00 = $1,138.00
Total: 1,095.34 + 76.67 + 1,138.00 = $2,310.01
The same quantities in metric
Area: 296 sq ft = 27.5 m².
Flooring, 1.9 m² boxes: 27.5 × 1.07 = 29.43 ÷ 1.9 = 15.49, rounded up: 16 boxes
Underlayment, 10 m² rolls: 27.5 ÷ 10 = 2.75, rounded up: 3 rolls
Baseboard, 2.4 m lengths: 68 ft = 20.73 m, plus 10% = 22.80 m ÷ 2.4 = 9.50, rounded up: 10 lengths
Labor rates converted: $0.75 per sq ft is $8.07 per m², $2.75 per sq ft is $29.60 per m², and $1.50 per ft is $4.92 per m. The quantities are the same, and the totals match to within a few cents of rounding.
The small lines of arithmetic under the material items are optional, but they answer the most common question before it's asked: "why so many boxes?" The box count comes from area, waste and coverage, and the waste depends on the pattern.
Make it easy to say yes
- Send it quickly. A quote that arrives while you're still on site, or the same day, competes better than one that arrives next week.
- One clear price. If you offer options, such as two products, label them clearly or send them as separate quotes.
- Make signing simple. Let the customer sign on your phone before you leave, or from a link on theirs.
- Follow up. If they've opened it but haven't signed after a few days, a short, friendly message is often all it takes.
After it's signed
Treat the signed quote as fixed. If the scope changes, for example a room is added or subfloor repair turns up, write it as a new quote or change order and get that signed too. It keeps the paper trail clean if there's a question later.
How Parquo does it
Parquo builds the line items from the measured rooms: boxes, waste by pattern, underlayment, transitions, baseboard and tax. It sends the quote by text or email as a branded PDF and a live link that opens in any browser, shows you when the customer opens it, and lets them sign on your phone or theirs. Signed quotes lock, so the terms stay the same for both of you, and follow-up reminders help you check in at the right time.