Narcis BujorA garage quote is a promise. It tells the customer what you will do, what it will cost, and for how long that price holds. A clear quote gets approved faster, turns into an invoice with less retyping, and protects you in a dispute.
This guide covers what to include in a quote, how to lay it out, and a free tool to generate one.
What a garage quote must include
Your business details
- Workshop name (or your name if sole trader)
- Address
- Phone number and email
- VAT number if registered
Customer details
- Customer name
- Contact number or email
- Vehicle registration, make and model
The work
- Each operation as a separate line (not "front brakes £340" but discs, pads and labour as individual items)
- Parts with prices
- Labour with hours and hourly rate
- Any consumables or disposal fees
The numbers
- Subtotal before VAT
- VAT amount and rate (if registered)
- Total including VAT
- Validity period ("this quote is valid for 14 days")
Payment terms
- When payment is due ("on collection" or "within 14 days")
- How to pay (card, bank transfer, payment link)
Why itemised lines matter
A single-line quote is faster to write and harder to defend. "Front brake overhaul £420" does not tell the customer what they are paying for. When the invoice arrives and the total is different because additional work was needed, the argument starts from a place of confusion.
Itemised lines solve three problems:
The customer can approve or decline individual items. They might want the discs but not the pads. That is their right. A single-line quote does not give them the choice.
Extra work is a new line, not a surprise. When you find corroded brake pipes mid-job, you add a line, price it, and send the updated quote for approval. The original lines are untouched.
The invoice matches the quote. If each line carries through to the invoice, nothing is retyped and nothing drifts. Our quote to invoice guide covers this conversion in detail.
Quote layout
A clean layout makes the quote easier to read and harder to dispute. The standard structure:
[Your workshop header / logo]
QUOTE Quote #Q-2026-047
Date: 19 October 2026
Valid until: 2 November 2026
Customer: John Smith Vehicle: AB12 CDE
Phone: 07xxx xxxxxx 2019 Ford Focus 1.0 EcoBoost
Description Qty Unit price Total
───────────────────────────────────────────────────────────
Front brake discs (Brembo) 2 £42.50 £85.00
Front brake pads (Brembo) 1 £38.00 £38.00
Labour: front brake replacement 1.5h £55.00/hr £82.50
Brake fluid flush 1 £18.00 £18.00
───────────────────────────────────────────────────────────
Subtotal: £223.50
VAT (20%): £44.70
TOTAL: £268.20
Payment: due on collection
Terms: card, bank transfer or payment link
[Your workshop address, phone, email, VAT number]
Free quote generator
If you just want to build a quote without setting up software, our free garage quote generator lets you enter your workshop details, add itemised lines for parts and labour, and download a professional PDF. No account needed, no email required.
For ongoing use, the quote generator is a starting point. A system that turns the quote into a job card and then an invoice without retyping is the next step.
Common mistakes
Calling an estimate a quote. If you are not sure of the final price, say "estimate" and agree a ceiling. Calling it a quote and then charging more is the fastest route to a dispute. Citizens Advice defines the difference clearly: a quote is a fixed price, an estimate is a best guess.
No validity period. A quote without an expiry date can come back six months later when parts prices have risen. State how long the price holds.
No vehicle details. A quote for "front brakes" without the registration, make and model is a quote for the wrong car waiting to happen.
No approval record. The quote is sent but the approval is verbal. When the customer disputes the invoice, you have a quote and no evidence they agreed to it. A timestamped approval link closes this gap.
Quotes in Autera
Autera is garage management software where quotes turn into jobs and jobs turn into invoices without retyping. The customer approves by link from their phone, the approval is timestamped, and the invoice is generated from the same record. Registration lookups fill in the vehicle details automatically.
Plans start at £29 per month. See the pricing page or start free.
Sources
- Problem with a car repair, Citizens Advice
- Invoicing and taking payment from customers, GOV.UK
Common questions
What is the difference between a quote and an estimate?
A quote is a fixed price for specific work. An estimate is the garage's best guess at the cost. If you gave a quote, you are held to it. If you gave an estimate, you can charge more within reason, but you should agree a ceiling with the customer and get approval for anything beyond it.
Does a garage quote need to include VAT?
If you are VAT-registered, yes. The quote must show the total including VAT, and ideally show the VAT amount separately so the customer knows the breakdown. If you are not VAT-registered, state the total and note that VAT is not applicable.
How long should a garage quote be valid?
You decide. Parts prices change, so a short validity period protects you. Most workshops use 7 to 30 days. State the validity on the quote itself so there is no ambiguity if the customer returns after it expires.
Can I use a free quote template?
Yes. Our free garage quote generator lets you enter your workshop details, add itemised lines for parts and labour, and download a professional quote as a PDF. No account needed.
About Autera
Garage management software built specifically for UK garages of every size. Quote, invoice and get paid same day, with live DVLA lookup and ADAS calibration certificates. See pricing or book a 30-minute demo.