Avoid non-payment from the quotation? It’s possible!

| Annelien Maurissen

A quotation is often the first step to obtain an order. In addition to an extensive quotation, it is also a business card for your company. Your quote must therefore be more than the sum of all parts. How do you persuade your prospect with your quote? And how can you avoid non-payment from this contact?

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Customers do not always immediately decide with which supplier of goods or services they will work and usually request several quotations from different companies. Often it is also another person in the company who decides which quote is the winning one. That is why it is crucial to make a positive impression with your quote. So be sure to pay close attention to your language use. A sloppy-looking quote can scare off potential customers. Are you not the cheapest party? Then you undoubtedly have good reasons for that. You can explain this pricing in a quotation and thus underline your working method and vision once again.

What must be included in a quotation?

A quote gives you the opportunity to tailor the question of your potential customer. You should therefore not always state your prices openly on your website, but clearly state the possibility to request a quote. This makes it easier to respond to fluctuations in the market.

In the quote you describe in detail which goods or services you will deliver to your potential customer. In other words, it must be clear what the specific assignment is and for what price you will carry it out.

Also include the following information in your quote:

  • Your company details
  • The details from your potential customer
  • The date on which the offer was drawn up
  • A quotation number
  • The hourly wage, total price or price per item (also clearly state whether these prices are inclusive or exclusive VAT and whether or not travel costs are included in the price)
  • The expiration date of your offer
  • A reference to your general terms and conditions (in a B2C relationship, the consumer will have to explicitly accept these to be enforceable)

Send the quote by email in PDF format, so that your potential customer cannot change it themselves.

How can I already avoid non-payment with the quotation?

A quote is not binding, but it is a concrete offer to conclude an agreement. It is therefore best to have the quote signed upon acceptance, so that no discussions arise later. Confirmation by email, for example with the words ‘agreed with quote’ or ‘as agrees’, is also sufficient.

It is important that you can demonstrate what was agreed. Good agreements make good friends. When your customer has accepted a quote, you can demonstrate which agreements have been made. Then if something goes wrong, you have something to fall back on.

Also have your general terms and conditions signed. These conditions create the contractual framework that applies to every agreement with a customer and determine your rights and obligations as a supplier, but also those of your customer. For example, also state your invoice conditions, so that your customer is aware of this. Your general terms and conditions are only binding when your customer has read them and explicitly agrees to them. So always ask for a signature or written confirmation. Certainly with regard to consumers, this significantly strengthens your position.


Taking all these tips into account and still a customer who does not pay? Send us your unpaid invoice, terms and conditions and other communication in three easy steps and we will get started! You will receive your payment in an average of four weeks.