What Should an Upholstery Quote Include?

Shops that include a fabric yardage line item in quotes eliminate 80% of client arguments about fabric change costs. A professional upholstery quote isn't just a total price, it's a record of what was agreed, what materials are being used, and what the client is paying for. Here are the 12 line items every written upholstery quote should include.

TL;DR

• Accurate pricing requires knowing your actual labor rate (overhead + target wage + profit margin), not a rough estimate.
• Most shops undercharge by failing to account for pattern repeat waste, frame repair time, and non-billable admin overhead.
• A documented pricing structure with itemized line items builds client trust and reduces negotiation friction.
• Fabric markup of 20-40% over cost is standard practice in residential upholstery shops.
• Premium work (leather, tufting, custom trim) warrants a premium labor rate, which should be explicit in your quote structure.
• Consistent pricing with clear line items also makes it easier to analyze profitability by job type over time.

The 12 Essential Quote Line Items

1. Client name and contact information

Ties the quote to a specific person. Essential for records and for following up if the client doesn't confirm.

2. Furniture description

Make, style, dimensions, and condition notes. "3-cushion rolled-arm sofa, 84 inches wide, solid hardwood frame, springs intact" is a useful description. "Brown sofa" is not.

3. Scope of work

What you're covering and what you're not. "Full reupholstery, all panels including base deck and back" or "seat cushions only", be specific. This prevents disputes about why the arms weren't recovered.

4. Fabric name, supplier, and colorway

Write out the exact fabric: name, manufacturer, pattern number, and colorway. "Romo Linara, Ocean, 54 inches wide" is unambiguous. "Blue linen" is a future argument.

5. Yardage required

How many yards are being ordered for this job. This line item is the one that prevents the most disputes. When a client wants to change fabric mid-job, the written yardage tells you exactly what the new fabric will cost.

6. Fabric cost

Price per yard multiplied by yards required. Show the math. Clients understand where the fabric cost comes from when they can see the calculation.

7. Labor

Estimated labor hours or a flat labor rate for the job. Breaking this out separately from fabric shows clients what skills cost and why quality shops charge more than budget ones.

8. Foam and padding (if applicable)

If foam is being replaced, note the foam type, density, and cost. Many shops include light batting replacement but charge separately for full foam replacement. Make this clear in writing.

9. Special techniques (if applicable)

Tufting, channel work, nailhead trim, and welt cord are extras that should be line-itemed. A client who sees "button tufting, 65 buttons, $120" understands why their Chesterfield costs more than a basic sofa.

10. Pickup and delivery (if applicable)

Flat rate or mileage. Some shops include this in the total without calling it out. Breaking it out lets clients compare total costs fairly with shops that don't offer the service.

11. Estimated completion date

Not a range. A specific date. "Estimated completion: March 15" is a commitment you can be held to. "3-4 weeks" is a guess that leads to calls and complaints.

12. Quote expiration and deposit terms

How long the quote is valid (fabric prices change), what deposit is required to proceed, and what happens if the client cancels after fabric is ordered. These terms protect both parties.

What a Good Quote Looks Like in Practice

A well-formatted quote shows client information at the top, a furniture description, a line-by-line breakdown of scope and materials, a total, and the completion date and payment terms at the bottom. It fits on one page. It can be sent by email with a PDF attachment that the client can sign digitally.

For upholstery shop software that generates professional quotes automatically from job details, see StitchDesk's quoting tools. For a downloadable quote template, see professional upholstery quote templates.

Frequently Asked Questions

What should be on an upholstery estimate?

An upholstery estimate should include the client's name, furniture description, scope of work, fabric name and colorway, yardage required, fabric cost, labor cost, any foam or padding replacement costs, special technique charges (tufting, nailhead), pickup and delivery if applicable, an estimated completion date, and deposit and cancellation terms. A good estimate is detailed enough that both the shop and the client know exactly what was agreed, with no room for later interpretation.

How do I make a professional upholstery quote?

A professional upholstery quote starts with the furniture description and scope, then breaks down every cost component separately (fabric, labor, extras) before arriving at a total. Use the fabric's exact name and colorway. Show the yardage calculation. Give a specific completion date rather than a range. Deliver it in writing, by email with a PDF the client can sign. Shops that use upholstery management software generate this format automatically from job details, which removes the chance of forgetting a line item.

What information does an upholstery client need in a quote?

Clients need to know what they're getting (exact fabric and scope), what they're paying (broken down by component), and when they'll get it back (specific date). They also need to know what happens if they want to change fabric after ordering (yardage restocking) or what the deposit covers. Clients who receive this information upfront call with far fewer questions during the job, which saves the shop time and reduces the friction that leads to disputes.

How do I set an hourly labor rate for my upholstery shop?

Start with your actual cost per hour: divide total monthly overhead (rent, utilities, insurance, supplies, equipment) by your billable hours per month, then add your target wage per hour. Apply a profit margin of 20-35% on top of that base. Most residential upholstery shops in 2025 bill $65-120/hour depending on location and specialization. Urban markets and shops specializing in antiques or premium leather command the higher end of that range.

How do I handle clients who want to negotiate the price?

The most effective response to price negotiation is to explain what the price covers, not to simply lower it. Walk the client through the labor time, fabric cost, and any structural work required. If the client needs a lower price, offer to adjust the scope (simpler fabric, no welt cording, tight seat instead of loose cushion) rather than discounting the same work. Discounting without scope changes devalues your labor and creates an expectation of discounting on future jobs.

Sources

• National Upholstery Association
• Association of Master Upholsterers and Soft Furnishers (AMUSF)
• Upholstered Furniture Action Council (UFAC)
• Furniture Today (trade publication)

Get Started with StitchDesk

Pricing confidence comes from knowing your actual costs and communicating them clearly in every quote. StitchDesk helps upholstery shops build detailed quotes, track job costs against estimates, and develop pricing that protects margins across every job type. Try StitchDesk free and bring precision to your pricing.