How to Send a Professional Quote for Bookkeeping Services (Step-by-Step)

How to Send a Professional Quote for Bookkeeping Services

Quoting is often the first serious touchpoint with a prospective client — and for bookkeepers, it’s more than just pricing. A well-prepared quote sets expectations, builds confidence, and lays the groundwork for getting paid on time.

In this blog, we’ll walk through how to create and send a professional bookkeeping quote that feels seamless, trustworthy, and tailored — even if you’re a solo operator.

🧾 What Makes a Quote Professional?

Before diving into tools, let’s cover what a good quote should include:

• Clear service descriptions: e.g., weekly bookkeeping, payroll processing, BAS lodgement

• Defined deliverables and frequency

• Pricing breakdown (hourly or package)

• Start date or project timeline

• Terms and conditions (e.g. payment schedule, cancellation policy)

• Expiry date for the quote

• Call-to-action: a way for the client to approve or ask questions

Many bookkeepers skip this structure — but treating your quote like a mini proposal positions you as more than a data-entry provider. It positions you as a strategic business partner.

📤 How to Send a Quote for Bookkeeping Services

Here’s a step-by-step to send a quote that’s clear, professional, and easy for your client to accept:

Step 1: Use a Proper Quote Template (Not a Casual Email)

Avoid plain-text quotes in email bodies like “Hi, it’ll be $400 a month.”

Instead, use:

• A branded PDF or

• Quote feature inside your invoicing software

Templates help ensure consistency and look polished. You can build these with tools like:

• Canva (branded quote designs)

• Xero (built-in quote feature)

• Gmail templates (paired with smart links)

Step 2: Add a Clear Call-to-Action – “Accept” Button or Instructions

Don’t just attach a file and say “let me know.” Prompt the client with:

• An 'Accept' button (if using Xero, Square, Stripe, or similar)

• Instructions like “Reply YES to accept this quote” or “Click here to book a call to confirm”

Adding quote approval features makes it easy for the client to take the next step — without the awkward back-and-forth.

Step 3: Use Email Subject Lines That Create Trust

Subject lines matter more than you think. Try:

• “Bookkeeping quote for [Business Name] – Ready for your review”

• “Proposal for monthly bookkeeping services – Justwise Accounting”

These subject lines show:

• You’re organised

• You understand their business

• You’re ready to start

Step 4: Automate the Follow-Up If No Reply

If you’re quoting regularly, set up a simple automation to follow up if the quote isn’t opened or approved.

Tools like:

• Zapier (to send a reminder)

• Gmail follow-up extensions

• Stripe or Bonsai (automated quote reminder emails)

This reduces the chances of ghosting and keeps your pipeline moving.

✨ Bonus Tip: Send the Quote as a PDF with a Payment Link

If you’re ready to go straight from quote to payment, include:

• A secure Stripe payment link (for deposit or full fee)

• An optional invoice draft alongside the quote

• Or use a tool that connects both (e.g., Xero’s “Quote to Invoice” feature)

This removes friction for your client — especially those who want to “get it done” fast.

What to Avoid When Sending Quotes

• Avoid vague descriptions like “bookkeeping package” — always define services.

• Don’t mix up quotes and invoices — they serve different purposes.

• Avoid casual emails without attachments or branding.

• Don’t forget to mention expiry dates to create urgency and clarity.

💬 Sample Email Template for Sending a Quote

Subject: Bookkeeping Quote for [Client Business Name] – Please Review

Hi [Client Name],

Thanks again for chatting about your bookkeeping needs.

Please find attached a formal quote outlining the services we discussed. This includes:

• [e.g. Weekly transaction reconciliation]

• [e.g. Monthly management reports]

• [e.g. Quarterly BAS preparation]

The total monthly fee is [$$$].

✅ To approve the quote, [click the button / reply “YES” / book a call here].

Let me know if you have any questions. Looking forward to working together!

Best regards,
[Your Name]
Justwise Accounting

🧭 Final Thoughts

Sending a quote isn't just a box to tick — it’s part of your sales system. With a polished template, clear instructions, and a professional tone, you not only win the work — you show the client they’re in reliable hands from day one.

Justwise Accounting helps business owners across Australia simplify their bookkeeping processes — from quoting to BAS and beyond.