What every written quote should include
Subscription and user model
Ask whether pricing is per company, per office, per technician, per active user or a combination. Clarify the cost of dispatchers, customer-service representatives, seasonal technicians and subcontractors.
Implementation and data migration
Request a scoped line item for account configuration, pricebook setup, forms, historical data, customer and equipment imports, training and launch support. Define what the vendor will not migrate.
Payments and financing
Separate software subscription fees from card processing, ACH, chargebacks, payout timing, hardware and financing economics. A lower software plan can still have a higher total cost.
Required add-ons and integrations
List accounting, phones, call tracking, GPS, fleet, marketing, memberships, inventory, financing and API access. Ask which are native, which require partners and which have separate contracts.
Contract and exit terms
Document term length, renewal notice, implementation cancellation, annual increases, data-export format and how long data remains accessible after cancellation.
Ten pricing questions for demos
- What is the minimum annual commitment?
- How many office and field users are included?
- Which features shown today require a higher plan or add-on?
- What does implementation include in writing?
- What historical data and attachments can be migrated?
- What are the payment and ACH rates?
- Is API or bulk export access included?
- What happens to pricing when technician count changes seasonally?
- What is the renewal increase policy?
- What complete data export can we obtain before signing?