What should a point-of-sale quote contain?
Present the hardware first, since that is what the client asked for, then the service, which the client should read before reaching the total. Put the limits of the commitment at the end of the document. A quote that opens with general terms and conditions may not be read to the end.
- The hardware, one model per line, with its exact designation and quantity.
- The accessories: cables, mounts, cash drawer, power supplies and fixings.
- The starter consumables, stating which ones the client will need to reorder.
- The installation, meaning travel, mounting, cabling and commissioning.
- The configuration, meaning drivers, print tests and reader programming.
- Training and handover, followed by the limits of the commitment.
Which lines are most often forgotten?
The main hardware is rarely forgotten. The usual omissions are the accessories that connect the terminal to the other devices, and the configuration time. These omissions go unnoticed when the quote is signed. They show up on installation day, when someone has to go and buy a part and nobody is billed for the trip.
| Forgotten line | Consequence on installation day |
|---|---|
| Cash drawer cable | The drawer will not open and someone has to go back to the store |
| Bracket or wall mount | The kitchen printer stays on a greasy counter |
| Starter paper rolls | The client starts without paper and calls that same evening |
| An extra power outlet | The station relies on a makeshift power bar |
| Reader configuration time | Hours of work that nobody invoices |
What should never appear in a quote?
Do not write anything you could not prove if someone asked. A quote is a commercial document that commits your business. Every claim has to rest on a product page, on written confirmation from your supplier or on a test you ran yourself.
- A regulatory status attributed to hardware: in Québec, certification applies to the software (the SRS) and is a matter for Revenu Québec and the software vendor.
- A figure such as a range in metres, a battery life, a print speed or a warranty term, with no datasheet or written confirmation to back it up.
- A delivery time that your wholesaler has not confirmed in writing for this order.
What should you check before sending the quote?
Before sending the quote, read it through once more and check the five points below; it takes a few minutes. These points make sure the client’s request, your supplier’s catalogue and what you are committing to do all match.
- Every designation matches a model that your wholesaler actually has available.
- Every characteristic you quote appears on the product page, with no rounding or interpretation.
- Every service line describes a concrete action that can be checked.
- Exclusions are written out in full.
- The client’s software is named, along with the print test planned at commissioning.
How should you present the service in the quote?
Describe the service in detail. A client who reads “installation included” sees nothing to pay for. When the same client reads six lines covering travel, mounting, cabling, driver installation, the print test and training, they understand what they are buying. Service is the part of your offer that the client cannot compare online, and it deserves the same level of detail as the hardware.
Also mention consumables, scheduled maintenance and repair visits, even if you are not selling them right away. The client will know who to call, and you lay the groundwork for the rest of the business relationship.