TL;DR: A construction quote template that protects your margin has nine sections: a cover page, project summary, inclusions, exclusions, PC and provisional sums, payment schedule, terms, validity period and signature block. Copy the free template below and replace the brackets. Price your allowances from current supplier quotes, not old jobs. Before you send it, check your deposit and progress payments against your state's rules.
Ask any Australian builder why they lost money on their last job and the answer usually goes back to the quote. It might be a vague scope, a missing exclusion, a PC sum set too low, or a payment schedule that had you paying for the client's build out of your own pocket. The quote is the most important commercial document you produce. Plenty of builders still work from a tired Word doc a mate handed over years ago. This guide gives you a free construction quote template built for Australian conditions in 2026. It also covers what you need to use it properly: PC and provisional sums, payment milestones, state deposit limits, GST, and how to line the quote up with an HIA or Master Builders contract.
The structure below works whether you're a sole trader quoting a deck or a small builder pricing a $600k knockdown rebuild. Change the numbers and keep the structure.
Why most construction quotes lose money
The pattern repeats on job after job. A builder walks the site, writes notes on the back of a plan, drops numbers into a template and emails the client a one-page total. Three months in, the client points at the quote and says "but this was included". There's no exclusions list, no PC sum breakdown and no variation clause. The job starts losing money, and the argument costs more than the item does.
Quotes lose money for five predictable reasons:
- Scope ambiguity. "Supply and install kitchen" with no brand, finish, benchtop material or appliance allowance. The client pictures stone benchtops and soft-close drawers. You priced laminate.
- Missing exclusions. Site costs, council fees, soil tests, temporary services and service connections. The builder assumes they're obvious, but they're not obvious to someone who has never built.
- Underpriced allowances. PC sums copied from an old job, then the overrun gets absorbed because nobody wrote down the allowance properly.
- Weak payment schedules. "10% deposit, balance on completion" is a recipe for negative cash flow on anything bigger than a bathroom. On residential work it may not even be legal (more on deposit caps below).
- No validity period. If a price never expires, the client can accept it nine months later, after your timber and labour costs have moved.
Every one of these is a paperwork problem, not a building problem. Fix the template and you fix most of them before the job starts.
Key takeaway: Most quote losses aren't pricing errors. They come from gaps in what the quote says, and a gap gets filled by whoever argues harder.
Quote, estimate or contract: know what you're sending
People on site use these three words interchangeably. They shouldn't.
- Estimate. A ballpark figure that helps a client decide whether to go further. Label it clearly as an estimate and say it isn't an offer.
- Quote. A fixed price for a defined scope, valid for a set period. Once a client accepts it, they can rely on it as an agreement, which is why the exclusions and validity period matter so much.
- Contract. The formal building agreement. Every state requires a written contract for residential building work above a set value, and it has to comply with that state's home building or domestic building law. A quote on its own doesn't meet that requirement.
For most small builders the workflow is the same. Give an early estimate to qualify the client. Quote properly once you have drawings. Then roll the accepted quote into a standard contract. The template below is written so the scope carries straight into that contract without being retyped.
The 9 sections every construction quote needs
A defensible quote has nine sections. Skip one and you're carrying risk you weren't paid for.
- Cover page. Business name, ABN, builder's licence number, client name, project address, quote number and date.
- Project summary. A plain-English description of the works, tied to a specific set of drawings and a revision number.
- Inclusions. An itemised list of what the price covers.
- Exclusions. An itemised list of what it doesn't cover.
- PC sums and provisional sums. Allowances for items the client will select and for work you can't fully price yet.
- Payment schedule. Milestones with percentages and dollar values.
- Terms and conditions. Variations, delays, defects, insurance and selections.
- Validity period. How long the price holds.
- Signature block. Acceptance by both parties.
Free construction quote template (copy and paste)
Here's a working construction quote template. Replace the placeholders in square brackets with your project details. The wording is written to sit alongside HIA and Master Builders contract language, so the scope moves into a formal agreement without rework.
Cover page
QUOTATION
Quote No: [QUOTE-2026-001]
Date: [DD/MM/2026]
Prepared by: [YOUR BUSINESS NAME]
ABN: [XX XXX XXX XXX] | Builder's Licence: [LICENCE NUMBER]
Address: [YOUR ADDRESS] | Phone: [PHONE] | Email: [EMAIL]
Prepared for: [CLIENT NAME]
Project address: [PROJECT ADDRESS]
Client contact: [CLIENT PHONE / EMAIL]
Project summary
This quotation is for the [extension / renovation / new dwelling / deck] at [PROJECT ADDRESS]. It follows the architectural drawings prepared by [ARCHITECT/DESIGNER] dated [DATE], revision [REV], and the engineering drawings by [ENGINEER] dated [DATE]. The scope is approximately [XX] m² of new construction, including [brief description of major elements]. All work will be carried out to the National Construction Code edition in force at the date of contract and to the relevant Australian Standards.
Inclusions
- Site establishment, temporary fencing, site toilet and waste removal
- Demolition of existing [structure] and disposal at a licensed facility
- Excavation and concrete slab to engineer's specification
- Timber frame to AS 1684, including wall, floor and roof framing
- Colorbond roof sheeting in [colour]
- Brick veneer external walls in [brick selection]
- Plasterboard internal linings, set and painted (3-coat system)
- Aluminium windows and sliding doors (standard range)
- Electrical rough-in and fit-off to AS/NZS 3000 (allowance: [X] GPOs, [X] LED downlights)
- Plumbing rough-in and fit-off, including hot water unit
- Cornices, skirting and architraves (MDF profile)
- Final clean and handover
Exclusions
- Council application fees, DA costs and statutory contributions
- Soil classification report and contour survey
- Service connections (water, sewer, power, gas, NBN) more than [X] metres from existing
- Rock excavation or removal of contaminated soil (see provisional sums)
- Landscaping, fencing, driveways and external paving
- Window furnishings, blinds and curtains
- White goods and loose furniture
- Solar PV systems and battery storage
- Pool, spa and associated certification
- Asbestos removal (if found, quoted separately by a licensed removalist)
Prime cost (PC) sums and provisional sums
| Item | Allowance (ex GST) | Notes |
|---|---|---|
| Kitchen (cabinetry, benchtop, splashback) | $[X] | Supply only, install included in base price |
| Kitchen appliances | $[X] | Oven, cooktop, rangehood, dishwasher |
| Bathroom fixtures (per bathroom) | $[X] | Vanity, toilet, shower screen, bath |
| Tapware and mixers (per bathroom) | $[X] | Mid-range selection |
| Flooring (timber, tile, carpet) | $[X]/m² | Supply and install, averaged |
| External tiling | $[X]/m² | Supply and install |
| Light fittings | $[X] | Supply only |
| Rock excavation (provisional sum) | $[X] | Only if encountered, charged at cost |
PC and provisional sums are allowances only. Final costs will be billed at the actual supplier or subcontractor invoice plus a [15 to 20]% builder's margin, which covers selection, ordering, delivery and warranty management. Any change to an allowance will be documented in writing before ordering.
Payment schedule
| Milestone | % | Amount (inc GST) |
|---|---|---|
| Deposit (on contract signing) | 5% | $[X] |
| Base stage (slab poured) | 15% | $[X] |
| Frame stage (frame complete) | 20% | $[X] |
| Lock-up stage (roof, windows, external cladding) | 25% | $[X] |
| Fixing stage (internal linings, cabinetry, fit-off begun) | 20% | $[X] |
| Practical completion | 15% | $[X] |
Terms and conditions
- This quote is based on the drawings and specifications listed above. Any change to the scope will be documented in a written variation, priced and signed by both parties before that work proceeds.
- Progress claims are payable within [X] business days of issue.
- The construction period is [X] weeks from site start. It may be extended for inclement weather, client variations, late selections, authority delays and latent conditions.
- Client selections for PC items are required by [DATE / STAGE]. Late selections may delay the works.
- The builder holds public liability and contract works insurance for the duration of the works, plus domestic building insurance or home warranty cover where state law requires it.
- Defects reported within [X] weeks of practical completion will be fixed at no cost, excluding fair wear and tear and damage caused by the client.
- This quotation will be replaced by the formal building contract once that contract is signed.
Validity
This quotation is valid for [30] days from the date above. After that, prices may be revised to reflect current material and labour costs.
Acceptance
I/We accept this quotation and authorise [BUSINESS NAME] to prepare a building contract on the terms above.
Client name: ____________ Signature: ____________ Date: ________
Builder: ____________ Signature: ____________ Date: ________
Getting PC sums and provisional sums right
The allowances are where a good quote can still lose money. They're two different tools, so keep them separate.
A prime cost (PC) sum is an allowance to supply an item the client hasn't chosen yet, like tapware, appliances or tiles. You know the work, but you don't know the product. A provisional sum is an allowance for work you can't fully price yet, like rock excavation or a retaining wall waiting on an engineer. It covers supply and labour.
Earlier versions of this guide listed dollar figures for each allowance. They've been replaced with placeholders on purpose, because fixture and finish prices vary too much by region, supplier and spec level for a national figure to be safe. Price every allowance from a current supplier quote for the level of finish your client is actually likely to pick. If they've been browsing display homes, a mid-range allowance won't hold.
Three habits stop allowances turning into losses:
- Set them honestly. In most states, an allowance that isn't a genuine estimate can be challenged under domestic building law. An unrealistically low PC sum used to win the job can come back to bite you.
- State the margin on overruns. The template bills overruns at cost plus a stated percentage. If you don't write the percentage down, expect to argue about it.
- Set a selection deadline. A tile choice made the week before fixing stage can hold up the job. Tie each selection to a stage.
Key takeaway: A PC sum is a promise about the client's taste. Price it from their brief and current supplier quotes, not from your last job.
Payment schedules and deposit limits by state
The schedule in the template follows the usual staged pattern: a small deposit, then claims at base, frame, lock-up, fixing and practical completion. On a $480,000 + GST job ($528,000 inc GST), those percentages work out to $26,400, $79,200, $105,600, $132,000, $105,600 and $79,200.
Before you send it, check it against your state's rules. Residential deposits are capped by law in most states. At the time of writing:
- Victoria: maximum 5% deposit where the contract price is $20,000 or more, 10% under that.
- Queensland: the same split, 5% at $20,000 or more and 10% below.
- NSW: maximum 10% deposit.
Victoria also caps progress payments at each stage for a contract to build a whole home, under the Domestic Building Contracts Act 1995. If you build new homes there, adjust the template's percentages to fit those caps. Other states have their own rules, and all of these change from time to time. Confirm the current figures with your state building regulator rather than relying on a blog post, including this one.
The commercial logic stays the same everywhere. Each claim should land roughly when your costs for that stage land. Lock-up is usually the heaviest stage for spending, so it carries the biggest claim.
GST on construction quotes
Once your business turnover reaches $75,000 a year you must be registered for GST, according to the ATO. Most builders quoting whole jobs are well past that.
Three rules keep GST from causing trouble:
- Show homeowners the GST-inclusive total. Under Australian Consumer Law, if you give a consumer a price made up of parts, you have to state the total price, and that includes GST. Showing the ex-GST figure upfront and adding GST at the end is how you lose a client's trust on the first page.
- Label every column. The template shows allowances ex GST and the payment schedule inc GST. That's fine as long as every column header says which one it is.
- A quote isn't a tax invoice. Don't label it one. Each progress claim gets its own tax invoice when you issue it.
Lining your quote up with HIA or Master Builders contracts
Most small builders sign residential work on a standard form contract from HIA or Master Builders, and both are written to comply with each state's home building law. The quote's job is to make that contract quick to fill in.
That's why the template uses the same building blocks the contracts expect: a drawings reference with a revision number, a schedule of PC and provisional sums, a staged payment schedule and a construction period. When the client accepts, those sections drop into the contract schedules. You're not re-scoping the job from memory.
Two things the quote shouldn't try to do. Don't copy pages of contract clauses into the T&Cs, because two documents that disagree are worse than one that's silent. And don't include a cost escalation clause without checking your state's rules first. Some states restrict them in domestic contracts. Use the validity period to manage price movement instead.
The National Construction Code is the other reference to get right. NCC 2022 lifted minimum energy efficiency for new homes to 7 stars under NatHERS, and states adopted it on different timelines (NSW uses its own BASIX scheme). Reference the edition in force when the contract is signed, as the template does, so a later code change doesn't quietly become your cost.
Pricing for 2026 without chasing every data print
Builders get bombarded with monthly numbers: approvals, starts, cost indices. It's tempting to re-price every time a headline moves. Usually you shouldn't. We've covered what a monthly housing starts print should and shouldn't change in your quoting. We've also covered why the national building approvals number tells you almost nothing about your patch.
What actually protects your price in 2026 is the stuff the template already forces:
- A validity period short enough that your supplier quotes are still good when the client signs.
- Allowances priced from current supplier quotes, not memory.
- Exclusions that put latent conditions, like rock, contamination and asbestos, on the client's side of the line until they're found.
Your local pipeline and your subbies' availability tell you more about where your price should sit than any national figure does.
Template or software?
A copy-paste template is a big step up from a one-page total. Its weakness is that it's disconnected. Take-offs live in one spreadsheet, supplier prices in your inbox and the quote in a Word doc, so every revision means re-keying numbers and hoping nothing slipped.
If you're quoting more than a couple of jobs a month, the time spent re-keying starts to matter. We've compared options in our guides to the best construction estimating software in Australia and the best construction project management software. Whatever you choose, the nine sections above are the test. If a tool can't produce a quote with clear inclusions, exclusions, allowances and a staged schedule, it's not saving you anything.
Quick pre-send checklist
Run through this before any quote leaves your inbox:
- ABN and licence number are on the cover page
- Drawings are referenced by date and revision
- Every inclusion is specific enough to settle an argument
- Exclusions cover site costs, fees, connections and latent conditions
- Every allowance is priced from a current supplier quote
- The deposit and stage percentages comply with your state's rules
- GST is labelled on every price column, and the inc-GST total is clear
- The validity period is filled in
- The signature block is there for both parties
Frequently asked questions
Is a construction quote legally binding?
Once a client accepts it, a quote can form a binding agreement on the price and scope it describes. That's why clear exclusions and a validity period matter. For residential work above your state's threshold, you still need a compliant written contract.
How long should a construction quote be valid?
Thirty days is common, and that's the default in the template. Shorten it when material prices are moving or your supplier quotes expire sooner. Never leave it open-ended.
Should my quote include GST?
If you're registered for GST, yes. Show homeowners the GST-inclusive total clearly. You can show allowances ex GST as long as each column is labelled.
What's the difference between a PC sum and a provisional sum?
A PC sum is an allowance to supply an item the client will choose, like tapware or appliances. A provisional sum is an allowance for work that can't be fully priced yet, like rock excavation, and it covers supply and labour.
How much deposit can I take on a residential job?
It depends on the state and the contract value. In Victoria and Queensland it's 5% for contracts of $20,000 or more. In NSW the maximum is 10%. Check your state regulator for the current rules.
Can I charge for preparing a quote?
Yes, if you agree it with the client before you start. Some builders charge for detailed quotes on large jobs and credit the fee against the contract if the client goes ahead.
Quote with fewer guesses
A good quote starts with good numbers. That means accurate quantities for concrete, framing, stairs and the rest of the take-off, worked out before you price anything. The free Built Simple app puts our construction calculators on your phone, with no signup needed, so you can check quantities on site while the measurements are fresh. Grab it on the App Store or Google Play and have a play before your next quote.
