Table of Contents

1. Introduction
2. What a 24-hour turnaround looks like
3. Step 1 — Qualify fast (5–7 minutes)
4. Step 2 — Ask for visuals right away
5. Step 3 — Give a tight ballpark (if asked)
6. Step 4 — Draft the quote by voice (10–15 min)
7. VAT and line item example (France)
8. Step 5 — Payment plan that protects cash
9. Step 6 — Send the proposal and book your follow-up
10. Step 7 — One smart follow-up (no chasing)
11. Daily micro-log prevents disputes
12. Common pitfalls to avoid
13. Tools that make this easy
14. Quick checklist you can screenshot

Introduction

Clients want answers fast. You’re on ladders, in vans, juggling suppliers. By the time you sit down to write a quote, the client already booked someone else.

Here’s a simple, field-tested workflow to go from first call to “yes” in 24 hours — without cutting corners. It uses your phone, short scripts, and a clean way to price, send, follow up, and collect a deposit. VAT is handled correctly (10% renovation, 5.5% energy upgrades, 20% new build) so you don’t lose money later.

What a 24‑hour turnaround looks like

• Hour 0–2: Qualify the job, get photos/video, give a ballpark range
• Hour 2–6: Draft the quote by voice, add options, set a clear payment plan
• Hour 6–8: Send the proposal and book a follow-up reminder
• Hour 8–24: Follow up once (smartly), collect deposit, set start window

This isn’t magic. It’s a repeatable checklist you can run even on a busy day.

Step 1 — Qualify fast (5–7 minutes)

Use a short phone script. Get scope, timeline, access, and budget signal. If the job isn’t a fit, say so politely and move on.

Quick call script

Thanks for reaching out. A few quick questions so I can help:

1. What’s the work? (room, meters, materials in mind?)
2. When do you want it done? Any deadline?
3. Access and constraints? (occupied home, hours, pets?)
4. Photos or a quick video walk-through you can text me?
5. Any budget range so I price the right solution for you?

I’ll review photos today and send a clear quote with a couple options.

If they want a site visit, book a 15–20 minute slot, not an hour. Bring a moisture meter, tester, tape, and take notes by voice so you don’t forget.

Step 2 — Ask for visuals right away

• Ask for 6–10 photos or a 2–3 minute video per room/area
• Include tape or a shoe in one picture for scale
• Ask for a utility photo (panel, shutoff, boiler plate, etc.) if relevant

This lets you size the job and write a decent scope without back‑and‑forth.

Step 3 — Give a tight ballpark (if asked)

Share a range, not a single number.

• “Based on your photos, I expect €2,800–€3,400 incl. VAT for standard finish. I’ll confirm in the written quote today.”
• If VAT varies: “If we include a 5.5% energy upgrade item (insulation, qualifying equipment), that line is at 5.5%. Other renovation lines are at 10%.”

Step 4 — Draft the quote by voice (10–15 min)

Dictate the scope, rooms, quantities, and inclusions. Turn that into a clean proposal with options:

• Base option (meets the brief)
• Upgrade option (better materials/finish)
• Fast‑track option (premium scheduling)

Add a simple staged payment plan (example below). Keep terms short, human, and enforceable.

At this point, use a tool that turns voice into structured lines with correct VAT and sends a branded proposal from your phone. Donizo is built for this: voice quotes, pro proposals, mixed VAT support, and reminders in one place.

VAT and line item example (France)

Line items (example)

• Bathroom tiling, 18 m² @ €42.00 = €756.00 (VAT 10%)
• Walk-in shower kit supply = €640.00 (VAT 10%)
• Insulation upgrade (eligible) = €520.00 (VAT 5.5%)
• Electrical panel upgrade = €780.00 (VAT 10%)
• Waste removal + transport = €120.00 (VAT 10%)
• New partition in extension = €900.00 (VAT 20%) // new build area

Note: Don’t mix different VAT rates on one line. Split by scope.

If you apply 10% VAT for eligible renovation, make sure you collect the client declaration for reduced VAT. Keep it with the job file.

Step 5 — Payment plan that protects cash

Use simple milestones you can prove with photos. Example:

• 30% deposit to book the slot and order materials
• 50% when main work is complete (before finishing touches)
• 20% at handover

Payment clause (copy/paste)

To schedule the work, a 30% deposit invoice is due upon acceptance. A 50% progress invoice is due at completion of main works (photos + site walkthrough). The 20% balance is due at handover. Materials remain property of the contractor until full payment.

Create the deposit invoice right after acceptance so momentum doesn’t die. Track who paid, who didn’t, and what’s outstanding.

• Want to do this without spreadsheets? Donizo creates deposit, progress, and final invoices with the right VAT and tracks payments and reminders for you.

Step 6 — Send the proposal and book your follow‑up

Send the quote the same day you scoped it. Attach 2–3 photos to jog their memory. In your message, give a short summary and the start window you can hold if they accept this week.

Email/SMS send template

Subject: Your bathroom quote — two options + start window

Hi [Name], Attached is your quote with two options. Summary:

• Base: €3,180 incl. VAT (10% + 5.5% on insulation line)
• Upgrade: €3,760 incl. VAT (premium tile + niche) Payment plan: 30/50/20. If you accept by Friday, I can hold a start window for the week of [date].

Questions? Call or reply here. Thanks!

As soon as you send it, set a follow‑up reminder for the next business day.

Step 7 — One smart follow‑up (no chasing)

People are busy. One clear follow‑up is enough. If they go quiet after that, archive and move on.

Follow-up script (next day)

Hi [Name], quick check-in: did you receive the quote? If it helps, I can hold the [date] start window until tomorrow. Want me to pencil you in?

If they say “We need to think,” reply with options: hold the slot for 48 hours, or book a 10‑minute call to adjust scope.

• You can automate polite follow‑ups and see who opened your proposal in Donizo, so you only chase real leads.

Daily micro‑log prevents disputes

Once accepted, take 3–5 photos per day and keep a 2–3 line work note: what was done, who was on site, and any client decisions. It saves your margin when someone says “we never agreed to that.”

Daily note (60 seconds)

2025-09-04 — 2 techs 08:00–16:30

• Removed old tiles, prepared substrate (photos 1–3)
• Client chose matte black mixer (photo 4)
• Found damp patch; drying overnight, no extra cost today

Common pitfalls to avoid

• Mixing 10% and 5.5% on one line — split lines by rate
• Promising start dates without a deposit
• Long, legalistic terms nobody reads — keep terms short and enforceable
• Verbal changes with no written note — text confirmation is enough

Tools that make this easy

• Voice to quote: dictate scope, quantities, and rooms; your tool builds clean lines with the correct VAT.
• One place for proposals, invoices, payments, and client messages.
• Status view so you know who owes what and what’s next.

That’s exactly what Donizo does for solo pros and small crews: AI voice quotes, pro proposals, invoices with 20%/10%/5.5% VAT, payment tracking, and project status — without fiddly spreadsheets.

Quick checklist you can screenshot

• Qualify with a 5‑question script
• Ask for photos/video right away
• Give a safe ballpark range (if asked)
• Dictate the quote, send two options
• Set 30/50/20 milestones with a clear clause
• Send same day, schedule a next‑day follow‑up
• One polite nudge, then archive if no reply
• Daily 60‑second site note with photos

Ready to try the 24‑hour quote‑to‑yes workflow without adding admin? Open an account with Donizo and run your next job start to finish in one place.

Disclaimer: VAT examples are for illustration and not tax advice. Confirm eligibility for reduced rates and keep required documentation.