Why Terms and Conditions Matter
A proposal without terms is just a price. Terms and conditions transform your proposal into a legally grounded agreement — one that protects your cash flow, defines the boundaries of your work, and gives both you and your client a shared understanding before a single tool is picked up.
QuickEstimate makes it straightforward to attach professional terms to every proposal, whether you paste in your own existing legal language, use our built-in clause library, or build a reusable terms template you can apply in one click.
Setting Up Your Terms and Conditions
Follow these steps to add, customise, and save terms to your proposals. Once configured, your terms are attached automatically — no copy-pasting required on each job.
Navigate to Terms Settings
Terms can be configured globally in your account settings (applying to all proposals) or overridden on a per-proposal basis for jobs that need custom conditions.
- Go to Account Settings → Proposal Defaults → Terms & Conditions for global setup
- Alternatively, open any proposal in draft mode and click the Terms tab in the sidebar
- Choose between Standard Terms (your saved default) or Custom Terms for this proposal only
- The Terms editor supports rich text — bold, bullet points, numbered clauses, and headings
Choose Your Terms Source
QuickEstimate gives you three ways to add terms, depending on whether you already have legal language prepared or are starting from scratch.
- Paste your own terms: Copy and paste directly from an existing Word doc, PDF, or email template
- Use the clause library: Insert pre-written clauses by category — payment, scope, liability, and more
- Upload a document: Attach your full terms as a PDF appendix that appears after the proposal body
If you don't have existing terms, consult a solicitor or industry association to draft clauses appropriate for your trade or profession. Generic internet templates may not be enforceable in your jurisdiction.
Add Key Clause Categories
A thorough set of terms covers six core areas. Each protects a different aspect of your business relationship with the client. Use the clause cards below as a guide to what to include.
Defines when and how you expect to be paid — the most critical clause for protecting your cash flow.
Clearly states what is included in the quoted price — and, just as importantly, what is not included.
Caps your financial exposure in the event of disputes, errors, or consequential losses beyond your control.
Sets out what happens if the client cancels after acceptance, protecting you from lost time and committed costs.
Establishes the process for handling scope changes, ensuring additional work is priced and approved before it begins.
Defines the warranty period for your work and the process for raising and resolving defect claims.
You don't need to include every clause on every proposal. A simple residential job may only need payment terms and scope. A larger commercial contract warrants the full set.
Configure Payment Schedule
Beyond basic payment terms, QuickEstimate lets you build a structured payment schedule directly into the proposal — showing clients exactly when each instalment is due and what milestone it's linked to.
- Enable Payment Schedule under the Terms tab in your proposal
- Add milestones and assign a percentage or fixed amount to each
- Link each payment to a project stage (e.g. deposit, frame up, lock-up, completion)
- Set due date rules: on acceptance, on invoice, days after milestone, or a fixed calendar date
- The schedule renders as a clear table in the client-facing proposal
Set Proposal Validity Period
A validity period states how long your quoted price is guaranteed. This protects you from material price rises and creates urgency for the client to make a decision.
- Open the Validity section in the Terms tab
- Enter the number of days the proposal price is valid (typically 14–30 days)
- QuickEstimate automatically calculates and displays the expiry date on the proposal
- Set a default validity period in Account Settings to apply it to all new proposals
- Clients will see a clear expiry notice: "This proposal is valid until [date]"
Save as a Reusable Terms Template
Once you've crafted your ideal terms, save them as a named template so they can be applied to any future proposal in a single click — no rewriting required.
- Click Save as Template at the bottom of the Terms editor
- Give the template a descriptive name (e.g. "Residential Standard", "Commercial Fitout", "Landscaping")
- Create multiple templates for different job types or client categories
- Apply any saved template to a proposal from the Terms dropdown in two clicks
- Edit or delete templates at any time from Account Settings → Terms Templates
Templates are stored securely in your account and are never shared with or visible to clients until they appear on a sent proposal.
Important: Terms Are Not Legal Advice
QuickEstimate's clause library and example language are provided as a starting point only. They do not constitute legal advice and may not be appropriate for every jurisdiction, trade, or contract type. For contracts above a certain value or complexity, we strongly recommend having your terms reviewed by a qualified solicitor or your industry association before use.
How Terms Appear in the Client Proposal
When you add terms to a proposal, they are presented to your client in a structured, readable format at the end of the document:
- Payment schedule appears as a clear milestone table above the cost summary
- Validity period and expiry date display prominently below the total price
- Terms and conditions render as numbered clauses on a dedicated final page
- If a PDF is attached, it's appended as additional pages after the main proposal
- The e-signature or acceptance block references the terms directly: "By signing, you agree to the terms and conditions on page X"
This layout ensures clients cannot claim they were unaware of your conditions — everything is visible, legible, and part of the same document they sign.
Pro Tips for Watertight Terms
The best terms don't just protect you legally — they build client confidence by showing you run a professional, well-organised operation. These strategies help you strike that balance.
Keep Language Plain and Clear
Dense legal jargon causes clients to skip terms entirely. Write in plain English where possible — clear terms are both more enforceable and more reassuring to read.
Always Include a Deposit Clause
A deposit locks in client commitment and covers your upfront costs. 20–30% is standard across most trades. Never start work without a signed proposal and deposit received.
Be Explicit About Exclusions
List what's NOT included just as clearly as what is. "Disposal of existing materials not included" or "Electrical connections by licensed electrician, not included" prevents scope creep disputes.
Use Short Validity Periods in Volatile Markets
If material costs are unpredictable, a 14-day validity protects you from honouring a price that's no longer viable. Add a note explaining this — most clients understand.
Define the Variations Process Clearly
Scope creep is the #1 cause of project disputes. A simple clause requiring written approval before any additional work begins protects both parties and keeps projects on budget.
Create Job-Type Templates
Different jobs carry different risks. A residential renovation has different risk exposure than a commercial strip-out. Maintain separate terms templates for each major job category.
Frequently Asked Questions
Yes. While your default terms apply automatically to all new proposals, you can override them per proposal using the Terms tab in the proposal editor. You can also save multiple named templates — for example, separate terms for residential, commercial, and maintenance jobs — and apply the right one with a single click.
When a client accepts a proposal — either via e-signature or the digital acceptance checkbox — they are confirming agreement to the terms included in that document. QuickEstimate timestamps the acceptance and records it against the proposal. However, enforceability depends on the quality of your terms and your jurisdiction's laws. We recommend legal review for high-value contracts.
Yes. Under the Terms tab, select Attach PDF to upload your existing terms document. It will be appended as additional pages at the end of the generated proposal PDF. The acceptance block will reference the attached terms so clients cannot claim they haven't seen them.
No. Once a proposal is sent, its terms are locked as part of the document record. Updating your default terms in Account Settings only affects proposals created after the change. This protects the integrity of agreements that have already been accepted by clients.
Yes. In the proposal display settings, you can choose to show the payment schedule as a table in the main body of the proposal while moving the full terms and conditions to a collapsible section or final page. This keeps the main proposal clean and readable while still making the terms accessible and legally present.
Ready to Protect Your Business?
Learn how to enable e-signatures so clients can formally accept your terms in one click.