Ask any Australian builder why they lost money on their last job and the answer almost always traces back to the quote. A vague scope, a missing exclusion, a PC sum set too low, or a payment schedule that left you funding the client’s build out of your own pocket. The quote is the single most important commercial document you produce, and yet most builders are still working from a tired Word doc they inherited from a mate in 2017.
This guide gives you a free, copy-paste construction quote template built for Australian conditions in 2026, plus the context you need to use it properly: PC sum allowances, payment milestones, GST handling, and how to align with HIA or MBA contracts. Whether you’re a sole trader quoting a deck or a small builder pricing a $600k knockdown rebuild, the structure below will protect your margin and your cash flow.
Why Most Construction Quotes Lose Money
The pattern is almost always the same. A builder walks the site, scribbles some notes, 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.” The builder has no exclusions list, no PC sum breakdown, and no variation clause. The job bleeds.
Quotes lose money for four predictable reasons:
- Scope ambiguity — “supply and install kitchen” without specifying brand, finish, or appliance allowance.
- Missing exclusions — site costs, council fees, soil tests, and temporary services that the builder assumes are obvious but the client doesn’t.
- Underpriced PC sums — using 2022 numbers for 2026 fixtures, then absorbing the overrun.
- Weak payment schedules — 10% deposit and balance on completion is a recipe for negative cash flow on anything bigger than a bathroom.
For a deeper dive into pricing methodology, see our guide on how to quote a residential build in Australia and the complete construction estimation guide.
The 9 Sections Every Construction Quote Needs
A defensible quote has nine sections. Skip any of them and you’re carrying risk you didn’t get paid for.
- Cover page — your business details, ABN, builder’s licence, client name, project address, quote number, date.
- Project summary — a plain-English description of the works.
- Inclusions — itemised list of what the price covers.
- Exclusions — itemised list of what it doesn’t.
- PC sums and provisional sums — allowances for client-selected items.
- Payment schedule — milestones with percentages and dollar values.
- Terms and conditions — variations, delays, defects, retention.
- Validity period — how long the price holds.
- Signature block — acceptance line for both parties.
Free Construction Quote Template (Copy and Paste)
Below is a working template. Replace the placeholders in square brackets with your project details. This is intentionally written to align with HIA and MBA standard contract language so the quote flows naturally into a formal building agreement.
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] in accordance with the architectural drawings prepared by [ARCHITECT/DESIGNER] dated [DATE], revision [REV]. The scope comprises approximately [XX] m² of new construction including [brief description of major elements].
Inclusions
- Site establishment, temporary fencing, site toilet, and waste removal
- Demolition of existing [structure] and disposal to licensed tip
- 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 with [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
- Gyprock 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) beyond [X] metres from existing
- Rock excavation or removal of contaminated soil
- 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 encountered, will be quoted separately)
Prime Cost (PC) Sums and Provisional Sums
| Item | Allowance (ex GST) | Notes |
| Kitchen (cabinetry, benchtop, splashback) | $28,000 | Supply only, install included in base price |
| Kitchen appliances | $6,500 | Oven, cooktop, rangehood, dishwasher |
| Bathroom fixtures (per bathroom) | $8,500 | Vanity, toilet, shower screen, bath |
| Tapware and mixers (per bathroom) | $2,200 | Quality mid-range selection |
| Flooring (timber, tile, carpet) | $95/m² | Supply and install averaged |
| External tiling | $80/m² | Supply and install |
| Light fittings | $3,500 | Supply only |
PC sums are allowances only. Final costs are billed at actual supplier invoice plus a [15-20]% builder’s margin to cover selection, ordering, delivery, and warranty management. Variations to the allowance will be documented in writing prior to order.
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 variation will be documented and priced separately.
- Programme: [XX] weeks from site start, weather and access permitting.
- Defects liability period: 13 weeks from practical completion (HIA standard).
- Retention: 5% of contract sum held until end of defects liability period.
- Insurance: works covered by Home Building Compensation / Domestic Building Insurance as required by [STATE].
Quote Validity
This quotation is valid for 30 days from the date issued. Material prices, particularly steel, timber, and imported fixtures, are subject to supplier confirmation at order.
Acceptance
By signing below, the client accepts this quotation as the basis for a [HIA / MBA] standard residential building contract.
Client signature: _______________ Date: ___________
Builder signature: _______________ Date: ___________
PC Sum Allowances: Realistic Australian Numbers for 2026
Underpriced PC sums are the silent killer of builder margin. The numbers below reflect April 2026 pricing in metropolitan markets. Adjust upward for regional freight or premium selections.
- Kitchen — $25,000 to $35,000 for a 4 to 5 metre run with stone benchtop and soft-close hardware. Budget builds can land at $18k but expect client friction.
- Kitchen appliances — $6,000 to $9,000 for a Westinghouse or Bosch package. Smeg, Miele, Fisher and Paykel push you to $12k+.
- Bathroom (per room) — $7,500 to $11,000 for fixtures excluding tiles. Freestanding baths and frameless showers add $1,500 to $2,500.
- Tapware — $1,800 to $3,000 per bathroom for Phoenix, Caroma, or Methven. Brodware and Astra Walker start at $4,500.
- Flooring — engineered oak $90 to $140/m² supplied and installed; porcelain tile $80 to $130/m²; wool carpet $75 to $110/m².
- Light fittings — $3,000 to $6,000 for a typical 3-bedroom home, supply only.
If your client wants to ballpark before you quote, the Built Simple property cost calculator gives a rough order of magnitude in under a minute.
Payment Schedules That Protect Cash Flow
The default residential progress schedule in most Australian states is a five or six stage drawdown. The key principle is simple: the percentages claimed at each stage should slightly lead the cost incurred, not lag it. A 10/40/50 schedule will bleed you dry.
A defensible schedule for a new build looks like this: 5% deposit, 15% base, 20% frame, 25% lock-up, 20% fixing, 15% completion. For renovations where there’s no slab pour, fold the base into a deposit/commencement claim of 15-20% and adjust subsequent stages.
Note that some states cap the deposit by statute. In Victoria, deposits are capped at 5% of the contract price for jobs over $20,000 under the Domestic Building Contracts Act. NSW under the Home Building Act caps deposits at 10% for jobs under $20k and 5% for jobs over.
Inclusions vs Exclusions: Be Explicit
The single biggest source of disputes is the gap between what the builder assumed was excluded and what the client assumed was included. Spell it out. “Excludes landscaping” is not enough. Write “Excludes all landscaping including turf, garden beds, irrigation, retaining walls, and external paving beyond the slab edge.”
If a client asks “is X included?” and you have to think for more than three seconds, X belongs on the exclusions list.
GST and Tax Invoice Requirements
If your business is GST-registered (turnover above $75,000), every quote should clearly state whether figures are GST-inclusive or GST-exclusive. The cleanest practice is to quote ex-GST line items and show GST as a separate total at the bottom.
Once the quote is accepted and you’re issuing claims, each progress claim must be a valid tax invoice under ATO rules: your name and ABN, the words “Tax Invoice,” the client’s identity, date of issue, description of supply, GST amount, and total payable.
HIA vs MBA Contract Alignment
Your quote should foreshadow the contract. Most Australian builders use either an HIA (Housing Industry Association) or MBA (Master Builders Association) standard form. They cover similar ground but use different language for variations, extensions of time, and dispute resolution.
If you’re an HIA member, reference the HIA Plain Language New Homes contract or the Cost Plus Fixed Price contract in your quote. MBA members reference the Residential Building Contract. Aligning the quote terminology with your contract avoids the awkward “that’s not what the contract says” moment at signing.
Quote Validity Periods
Standard validity is 14 to 30 days. Anything longer and you’re carrying material price risk for free. In a market where steel and timber can move 5% in a quarter, 30 days is the maximum I’d recommend, with explicit carve-outs for volatile items.
Common Mistakes That Cost Builders the Job
- Quoting verbally and confirming “in writing later” — never happens.
- Using a competitor’s leaked quote as a benchmark without checking their inclusions.
- Forgetting site costs on sloping blocks (cut and fill, retaining, piers).
- Using last year’s labour rates with this year’s material costs.
- Accepting client-supplied materials without an indemnity clause.
- Not reviewing the quote against the architectural drawings line by line.
When to Use Software vs Excel Templates
Excel and Word templates work fine for sole traders quoting under $50k jobs. The friction shows up when you start juggling multiple active quotes, version-controlled drawings, and PC sum updates across projects.
Dedicated construction quoting software wins on three things: live cost libraries, automatic markup calculations, and turning an accepted quote into a contract and progress claim schedule with one click. Once you’re running 3 or more concurrent jobs, the time saved pays for the software in a week.
FAQs
How detailed should a construction quote be?
Detailed enough that a stranger reading it can understand exactly what’s included, excluded, and how PC sums work. For a $400k build, expect 6 to 12 pages.
Can I charge for preparing a detailed quote?
Yes, particularly for design-and-construct or jobs requiring engineering input. A $500 to $2,500 quoting fee, refundable on acceptance, is increasingly standard for jobs over $300k.
What’s the difference between a PC sum and a provisional sum?
A PC sum is an allowance for a client-selected item (e.g., kitchen). A provisional sum is an allowance for work where the scope isn’t fully defined yet (e.g., site works on an unsurveyed block). Both reconcile to actual cost.
Should I include my hourly rate in a fixed-price quote?
No. A fixed-price quote shows the lump sum. Hourly rates only appear in cost-plus contracts or in the variation rate table at the back of the quote.
How do I handle scope changes after the quote is accepted?
Issue a written variation order before any work proceeds. Include the cost, time impact, and a signature line. Verbal variations are unenforceable and almost always end in argument.
Ready to stop losing money on quotes? Visit Built Simple to see how Australian builders are turning quotes into contracts, claims, and cash in one connected workflow.
