A well-written upholstery quote does more than state a price. It communicates professionalism, sets expectations, and gives the customer confidence that you understand the job. Shops that send clear, detailed quotes convert more estimates into bookings than shops that quote verbally or send a single-line price.

What Every Quote Should Include

At minimum, a professional upholstery quote includes: the customer's name and contact information, the date, a description of each piece being upholstered, the fabric specified including supplier and colorway if selected, labor line items, material line items, deposit required, and total price. Jobs where the customer has not yet selected fabric should note the fabric allowance and adjustment terms clearly.

Describing the Work Clearly

Vague job descriptions create disputes. Instead of "sofa reupholstery," write: "Three-cushion sofa: reupholster body and three loose seat cushions in [fabric name]. New foam in seat cushions, ILD 35. Retain original spring system. New cambric dust cover." Every line of work scope you write is a protection against scope creep and customer misunderstanding at delivery.

Fabric Specification

If the customer has selected a fabric, include the full specification on the quote: fabric name, colorway, supplier, price per yard, and yardage required. If the fabric is special-order, note the lead time. This protects you if the fabric is later backordered or discontinued and you need to notify the customer of a substitution.

If no fabric is selected yet, include a fabric allowance: fabric allowance of X yards at customer's selection, priced on fabric up to a stated amount per yard, with adjustment applying for higher-priced fabrics.

Making the Deposit Requirement Clear

State the deposit requirement prominently on the quote. Include the amount and your refund policy: deposit is non-refundable once materials are ordered. Customers who accept the quote understand and agree to these terms. This prevents deposit disputes later.

Quote Validity Period

Include a quote expiration date. Thirty days is standard. Material prices and your own labor costs can change. An open-ended quote can create problems if a customer returns 6 months later expecting the same price on a fabric that is now discontinued or a labor rate that has increased.

Following Up on Quotes

Most upholstery shops send a quote and wait. Adding one follow-up call or email 5-7 days after sending a quote significantly improves conversion. Ask if the customer has questions or wants to discuss fabric options. Many customers are simply waiting to be prompted; they have not moved forward because they have not decided, not because they have decided against it.

Using Software for Quote Consistency

Quoting software like StitchDesk generates quotes from standard templates with all required fields, calculates labor and materials automatically, and sends professionally formatted PDFs. Consistent, professional quotes build shop credibility and reduce errors compared to manually assembled spreadsheet quotes.