You sell equipment, but the client buys more than a box: they need it delivered, usable and configured. A products-only quote can leave delivery, accessories and technical work disputed later.
Separate what you supply from what you do. This applies to technology, professional equipment, windows, machines and devices. Include lines explaining client decisions and service limits without unnecessary complexity.
Define product and configuration
State agreed models or characteristics, quantities and necessary accessories. Present alternatives separately. “Equivalent product” needs verification, especially when compatibility or performance changes.
For machines, identify supplied components; for systems, components and workstations; for windows, agreed measurements and finishes. Commercial descriptions do not replace specifications but should refer to the chosen configuration.
Separate delivery and installation
Delivery brings products to the agreed location; installation is another service. Clarify access, handling, infrastructure and site activities. Upstairs delivery or another visit can change organisation.
Avoid an undefined mounting-and-commissioning item when stages differ. Check relevant technical requirements, skills and documents. Describe the service actually available.
A complete line-item example
Illustrative amounts before applicable taxes:
- Four agreed-model devices: 4 × €250 = €1,000.
- Listed configuration accessories: 1 set × €120 = €120.
- Delivery with defined access: 1 × €80 = €80.
- Installation on checked provisions: 1 service × €300 = €300.
- Initial configuration of specified functions: 1 × €180 = €180.
- Agreed training session: 1 × €120 = €120.
Subtotal: €1,800. Installation and configuration are separate here; if your price covers both, do not duplicate them. Optional later maintenance belongs outside the main total with its own content and terms.
Check dependencies between lines
Another device may need different accessories and configuration. Without installation, clarify remaining supply content. Do not remove a service price while notes still promise a ready-to-use system.
Product quantities may change without proportionally changing delivery or training. Check actual service context. A personalised offer is more than multiplying a list price.
Training, support and maintenance
Describe duration and content. “Training included” should identify session type and scope. Support may be initial or ongoing; a generic word must not imply unlimited help.
For maintenance, distinguish activities, period and response terms based on what you sell. Do not confuse services with warranty or product-specific obligations. Check specialist conditions with competent advisers.
Timing and prerequisites
If ordering follows confirmation, explain availability and delivery checks. List client information needed for configuration. Ready stock can still await infrastructure or access.
Match validity and payment to the proposal. For company sales, verify recipient and work location. Do not add unreviewed standard contractual terms simply because the sale is B2B.
Review the proposal
The client should understand product, work needed to use it and excluded future activities. Separate total and options. Identify revised versions and retain prior choices for comparison.
Before removing a service, check the promised result
If configuration is removed, ensure the proposal no longer promises readiness for use. If training is removed, clarify the remaining handover. Removing a price without updating the outcome creates an inconsistent promise.
Summarise final selection: products and accessories included, installation included, configuration excluded. Do not infer universal technical or contractual consequences without checking the case. Represent what you offer and verify remaining services are feasible under the stated conditions.
Combine product and service items, quantities and notes in PreventivOk. Check installation conditions before generating the PDF. Create your next quote with PreventivOk.