How to Send a Quote on WhatsApp (Step-by-Step Guide)
A beginner-friendly walkthrough — from lead message to booked job — with templates and tips.
Last updated: March 26, 2026
You got a lead on WhatsApp. They want a price. Now what? If you’ve been winging it — typing out prices on the fly with no structure — you’re leaving money on the table. This guide walks you through exactly how to send a quote on WhatsApp, step by step, so every message looks professional and moves the client toward booking.
This is the beginner-friendly version of our full whatsapp quoting system. If you already know the basics and want templates, skip to our WhatsApp quote template collection.
Before You Start: What You Need
You don’t need any special software. Here’s your setup:
- ✅ WhatsApp or WhatsApp Business — Business version is free and lets you save quick replies
- ✅ Your pricing — A list of your top 10-20 services with standard rates
- ✅ A quote template — saved in your notes app or WhatsApp quick replies
- ✅ Optional: a PDF tool — for jobs over $500, a branded PDF adds credibility
That’s it. No CRM, no subscription, no learning curve. Just your phone and a system.
Step-by-Step: Sending Your First WhatsApp Quote
Step 1: Read the lead's message carefully
Before you type a single number, understand what they’re asking for. Most leads send something like:
- “Hey, how much to install a ceiling fan?”
- “Can you give me a price for painting my living room?”
- “I need a quote for fixing a leaky faucet”
Don’t quote yet. First, ask 2-3 qualifying questions.
Step 2: Ask qualifying questions
This takes 30 seconds and saves you from underpricing or wasting time:
Hey! I'd love to help. Quick questions so I can give you an accurate quote:
1. [Specific to the job — e.g., "What size is the room?" or "Is there existing wiring?"]
2. What's the address or zip code?
3. When are you looking to get this done?
I'll have a quote for you in a few minutes 👍
Why this matters: A handyman who asks “how many holes?” before quoting drywall repair looks more professional than one who throws out a random number.
Step 3: Calculate your price
Pull up your pricing list. Add up materials + labor. If you don’t have a pricing list yet, build one — your top 20 services with standard rates. Keep it in your phone’s notes app so it’s always one tap away.
For complex jobs, take 5 minutes to price it right. For common jobs, you should be able to quote in under 2 minutes.
Step 4: Write and send the quote message
Here’s the structure that works. Every quote should include these five elements:
- Service description — what you’re doing
- Itemized pricing — materials and labor separated
- Timeline — how long the job takes
- Expiration date — when the quote expires
- Call to action — what the client should do next
Here’s what that looks like in practice:
Hi [Name], here's your quote for [service]:
🔧 [Service description]
• Materials: $[amount]
• Labor: $[amount]
• Total: $[amount]
⏱️ Estimated time: [X hours/days]
📅 This quote is valid until [date]
Want to book? Just say the word and I'll lock in your spot. 👍
Copy this template, fill in the brackets, and hit send. Under 60 seconds.
Step 5: Attach a PDF for larger jobs
For jobs over $500, send a PDF alongside your text message. The text gives them the quick summary; the PDF gives them something professional to save, print, or forward.
You can create simple PDFs with:
- Canva (free templates)
- Google Docs (export as PDF)
- Invoice apps like Wave or Invoice Ninja
- Or let Nalo generate and send them automatically through WhatsApp
Step 6: Follow up if they don't respond
No reply after 24 hours? Send a short follow-up:
Hey [Name], just checking in on the quote I sent yesterday for [service] ($[amount]). Any questions? I've got availability [this week/next week]. 😊
One follow-up recovers 20-30% of silent quotes. Don’t skip this step — it’s where the money is.
Step 7: Confirm the booking
When they say yes, lock it down immediately:
Confirmed! Here are the details:
✅ Service: [description]
📅 Date: [day, date]
⏰ Time: [arrival window]
📍 Address: [address]
💰 Total: $[amount]
Please [any prep needed]. See you then! 🔧
Common Mistakes to Avoid
Quoting without asking questions first
Blind quotes lead to sticker shock or underpricing. Always qualify.
Sending a wall of text with no formatting
Use line breaks, bullet points, and emojis to make prices scannable. If the client has to hunt for the total, you've lost them.
Waiting hours to respond
If a lead messages at 9 AM and you quote at 6 PM, someone else already got the job. Aim for under 30 minutes during business hours.
No expiration date on the quote
Quotes without deadlines get shelved indefinitely. "Valid until [date]" creates gentle urgency.
Never following up
40-60% of quotes need at least one follow-up before converting. If you send and forget, you're losing half your potential revenue.
For a deeper dive into these mistakes and how to fix them, read the full whatsapp quoting guide.
Check out our pricing plans to see how Nalo handles quotes, follow-ups, and scheduling automatically.
Want to skip all these steps?
Nalo handles it for you. Tell it the job, and it creates a professional PDF quote and sends it to your client — all through WhatsApp. No formatting, no templates, no follow-up reminders to set.
Try Nalo Free →