Proposal or Quote: Which One Should You Send?
A quote states the price. A proposal makes the case. Here is how to choose, and what each one should include.
Clients often ask for "a quote" when they mean a proposal, and the other way around. The two documents do different jobs. Choosing the right one saves you writing time and gets you an answer faster.
What a quote is for
A quote is a short list of items and prices with a total and an expiry date. It suits work where the client already knows what they want: a headshot session, a set of social graphics, an extra round of edits. The decision is about price and timing, so the document can be one page.
What a proposal is for
A proposal explains the project before it states the price. It suits work where the client is choosing an approach as well as a supplier: a brand identity, a website, a campaign. It shows that you understood the problem and describes how you will solve it.
How to choose
Send a quote when the scope is already clear, the client has worked with you before, or the job is under a day or two of work.
Send a proposal when the client is comparing studios, the scope needs defining, or more than one person will approve the budget.
When you are unsure, ask one question: does the client need convincing, or do they need a number?
What to include in each
A quote: line items, prices, a total, what is included, a valid until date and a way to accept.
A proposal: a short overview of the project, the scope of work, a timeline, the investment, your terms and a place to sign.
Give both an end date
A valid until date keeps your calendar and your pricing under your control. Two to four weeks is common. It also gives you a natural reason to follow up.
Make accepting easy
The fewer steps between reading and agreeing, the better. A document the client can sign in their browser removes printing, scanning and waiting.
In Alkovey, proposals and quotes live in the same list. You can draft either one with AI help, send a single link and see when it has been viewed and accepted.