Quoting Software for Contractors & Builders
Quotes get rebuilt from scratch in spreadsheets every time, so pricing is inconsistent, terms get forgotten, and there’s no record of what the client actually agreed to.
Price work from a reusable rate library, set your inclusions and exclusions once, and send a professional quote the client can accept online — with a full audit trail.
How It Works
Stop rebuilding every quote in a fresh spreadsheet — standardise your pricing so quotes go out faster and read consistently.
- 1
Build reusable rates
Save labour, plant and material build-ups in a rate library with overheads, profit and oncosts, so the same work is always priced the same way.
- 2
Price the estimate
Assemble a bill of quantities from your rates, apply margin per line, and see the subtotal and total update as you go.
The “York Road Improvements” estimate (EST-2024-003, Leeds City Council) moving through a Draft → Review → Approval → Approved → Submitted workflow — a Bill of Quantities with a £261,724 subtotal and grand total, 12 rate-library entries, the linked tender, and Bill of Quantities / Prelims / Risk Register tabs. - 3
Set inclusions and exclusions
Record exactly what the price does and doesn’t cover so scope disputes don’t come back to bite you later.
- 4
Send the quote
Generate a branded quote PDF and send a secure link to the client by email — no login required for them to view it.
- 5
Get it accepted
Clients review the quote, pick between options where offered, and accept online or ask a question — every action is recorded against the quote.
- 6
Convert to a project
Turn the accepted quote into live work and carry the scope, values and assumptions straight into delivery, valuations and applications for payment.
The cross-job Applications for Payment dashboard — Total Applied £16,917,178 against Total Certified £14,336,330 with the £2,580,848 variance and an applied-vs-certified bar chart across twelve months, showing how won quotes flow into the payment cycle.
Features That Move The Needle
Built for high-stakes construction workflows: deadlines, compliance, and audit trails.
Price consistently and quote faster instead of rebuilding rates every time.
Assemble structured, itemised quotes clients can actually read and check.
Protect your margin on every line rather than guessing a blanket mark-up.
Make scope explicit so you’re not dragged into unpriced work after winning.
Send something that looks professional without rebuilding a template each time.
Let clients accept online and shorten the gap between quote and go-ahead.
Start delivery with the agreed scope and values instead of re-keying everything.
Keep a timestamped record of what was quoted, sent and accepted.
Why not just quote from a spreadsheet, or from Xero?
Most contractors price work in one of three places before they move to dedicated quoting software. Each one leaks margin in its own way.
- Rates get copied between files and drift apart — the same job is priced three ways
- Overheads, profit and oncosts are a blanket percentage, not applied per line
- Inclusions and exclusions are retyped or forgotten on every quote
- No record of what the client saw, when, or which version they accepted
- Built for invoicing — no labour, plant and material build-ups behind a rate
- No bill of quantities structure, so scope and price live in free-text lines
- Nothing carries the accepted quote into valuations or applications for payment
- Estimating stops at the quote — delivery, valuations and payment applications live elsewhere
- Per-seat pricing keeps the site team out of the numbers
- One rate library with labour, plant and material build-ups behind every price
- Overheads, profit and margin applied per line on a bill of quantities
- Inclusions and exclusions saved to the quote and shown on the PDF and portal
- Timestamped record of every send, view and acceptance
- Accepted quote converts into the project, its valuations and applications for payment
- Unlimited users on every plan, from £99/month
Site Samurai is quoting software that sits inside the commercial workflow it feeds: the rate library prices the estimate, the client accepts the quote online, and the won job carries its scope and values into delivery and payment without re-keying.
Why It Works
Build every quote from a reusable rate library, price it line by line with your own overheads and margin, and send it as a professional PDF or a secure link the client can accept online. Inclusions and exclusions travel with the quote, so scope is clear from estimate to acceptance — and the accepted quote flows straight into the live project.
Who It’s For
- Estimators
- Quantity Surveyors (QS)
- Commercial Managers
- Owners and Directors pricing work
- Administrators preparing and sending quotes
Already using Site Samurai? Jump to the module features and workflows your team needs.
Frequently Asked Questions
Common questions teams ask before they book a demo.
Related Resources
Run the bid pipeline that feeds your quotes, from invite to submission.
Track applied vs certified values, variations and retention after you win.
Turn won quotes into clean payment cycles and cashflow.
See tender-to-final-account workflows end to end.
From £99/month with unlimited users across all plans.
Explore a fully-seeded account before you sign up.
Walk through quoting from rate build-up to acceptance.
Ready To See It On Your Jobs?
Start a trial for hands-on access, or book a demo to map your workflow to the platform.
Prefer a walkthrough? Book a 15-min demo