Creating quotes: structure, binding nature, conversion
How to create professional quotes as a sole proprietor in Switzerland — from structure and binding periods to converting quotes into invoices. With practical tips for your daily work.
Quote vs. offer — is there a difference?
In Swiss business, the terms are used interchangeably. Both describe a binding or non-binding declaration of the price at which you will provide a service. Legally, the key factor is whether you mark it as "binding" or "non-binding."
What a quote must include
Your full name and address, the client's name and address, date, quote number, detailed description of the service, total price, validity period, payment terms, and — if you are VAT-registered — your VAT number. A professional quote prevents disputes and increases the likelihood of acceptance.
Binding vs. non-binding
A binding quote obligates you to deliver at the stated price for the stated period. A non-binding quote is a cost estimate — you can adjust the price later. Tip: set a validity period of 30 days for binding quotes; otherwise, you're theoretically bound for years.
From quote to invoice
If the client accepts the quote, you deliver the service and then issue an invoice. In MILQ, you can convert a quote directly into an invoice — the data is transferred and you only add the invoice date. This saves double entry.
Frequently asked questions
- Is a verbal quote binding?
- Legally, yes — if all essential elements are agreed (service, price). In practice, however, verbal quotes are hard to prove. Always confirm orally agreed quotes in writing — an email is sufficient.
- Can I charge for preparing a quote?
- Only if agreed in advance. Complex quotes with extensive consultation, planning, or measurement work should be charged separately. State this clearly before starting work.