Pricing the work
Why accepted quotes still lose money
An accepted quote can lose money when its cost assumptions are incomplete, the work expands or the actual delivery differs from the estimate.
The short answer
An accepted quote can lose money when its cost assumptions are incomplete, the work expands or the actual delivery differs from the estimate.
An accepted quote can lose money when its cost assumptions are incomplete, the work expands or the actual delivery differs from the estimate. Acceptance confirms a selling decision; it does not prove the job’s costs will fit the price.
Explore the wider pricing and quoting guides for the steps around this decision.
Review the risk before work starts
| Warning | Question to resolve |
|---|---|
| Labour based on one person’s time | Does crew size multiply the person-hours? |
| Material prices remembered from an old job | Have quantities, delivery and current costs been checked? |
| ‘Extras as needed’ in the scope | Who agrees additional work and price? |
| No disposal allowance | Who handles removal and where is its cost recorded? |
| No site constraints | Will access, preparation or waiting change the job? |
| Markup called margin | Is the price calculation using the correct denominator? |
These are possible causes to investigate, not evidence that a particular percentage of trade jobs is underquoted.
Use a short quote-to-budget handover
Retain the accepted scope, estimated labour, materials and exclusions. Identify which assumptions remain uncertain. Tell the crew what must be referred back before additional work proceeds.
In an illustrative project, the estimate allows six person-hours but the crew consists of two people working four hours each. The actual labour is eight person-hours. Recording only four hours hides the difference and makes the next estimate less reliable.
Learn from actual cost
After completion, compare the estimate with recorded costs by category. A change in material quantity suggests a different correction from a customer-requested extra. Improve the price book and surveying method where the evidence supports it.
Do not silently pass every overrun to the customer. Additional charges depend on the agreed scope, appropriate consent and applicable contract rules. JobDiary joins quotes and delivery records so the review can start from real information; the business still needs sound pricing and clear agreements.
Connect this to the next step
Continue with How to agree extra work after a quote is accepted. If the next issue is elsewhere in the workflow, use Quoted cost vs actual cost: a weekly job review.
See JobDiary quoting and invoicing to check how the product supports this work. Use the current product description and a trial to verify the fit for your business.
Sources and scope
Source scope reviewed on 1 October 2026. Worked examples are illustrative; they are not market averages or customer results.
When it is in JobDiary.
The method above is the point. This is what it looks like when the diary is doing it for you.
See how it works| Time | Job | Status |
|---|---|---|
| 08:30 | 7 The GreenMow, edge, hedge | Done |
| 09:15 | 23 Seabury DriveMow, weed | Done |
| 10:00 | 9 Brookfield LawnMow, feed | In progress |
| 11:05 | 12 Castle ParkMow, hedge rear | Next |
| 12:00 | 31 Church RoadMow | Scheduled |
| 13:15 | 18 The RiseMow, edge, bins out | Scheduled |
Product screens use demonstration data.
What this guide is based on
JobDiary was developed around a real Co. Louth trades operation with2 vans and live business records since 2025. This guide provides an editorial framework; worked examples are illustrative. Product screenshots use demonstration data.
