It is 9:40 p.m. You did four site visits today, from Evanston to Auburn Bay, and now you are at the kitchen table rebuilding the same fence quote in Word for the third time this week, hunting for last month's lumber price and doing the GST in your head. Meanwhile, the homeowner already has two other quotes in their inbox. This is the problem quoting software for contractors exists to solve.
Below: what good quoting software actually does, what the options cost, how to set yours up properly, and when it makes sense to have one built around your trade.
Why speed and clarity win jobs
Homeowners are rarely comparing quotes line by line. They are asking three things: Do I trust this company? Do I understand what I am getting? Is the price reasonable? A quote that shows up fast, looks professional, explains scope plainly and offers an easy way to say yes answers all three. A slow PDF with a single lump sum answers none of them.
Your quote is a sales page. Most contractors treat it like a receipt.
What good quoting software for contractors should do
Use this as a checklist when you compare tools, or as a spec if you have one built.
- Price book. Your materials, labour rates and common line items saved once, so a quote is assembled, not typed. Update a price in one place and every new quote uses it.
- Templates by job type. "Cedar fence, 6 ft" or "Sod install, backyard" should pre-fill 80 percent of the quote.
- Measurements to price. Enter linear feet, square feet or units and let the math run. No calculator at the tailgate.
- Good, better, best options. Optional add-ons and tiers let the customer choose, which often raises the average job size.
- Photos and scope notes. Show what you saw on site and exactly what is included and excluded.
- Correct tax. In Alberta that means 5% GST, no PST, shown as its own line, with your GST number on the documents once you are registered.
- Online approval. The customer taps "approve" from their phone and, ideally, pays a deposit right there.
- Automatic follow-up. A polite reminder a few days later if they have not responded. This alone recovers jobs.
- Quote to job to invoice. Once approved, the quote becomes the job and then the invoice, with no retyping. If you use QuickBooks Online, it should sync.
- Win/loss tracking. Which job types and neighbourhoods close, and at what price.
Your options and what they cost
Prices below are typical published figures at the time of writing. Most field service tools bill in USD and change pricing often, so confirm on their sites.
| Option | Typical cost | Best for | Trade-off |
|---|---|---|---|
| Word/Excel templates | Free | Very low volume, one estimator | Slow, error-prone, no follow-up or tracking |
| QuickBooks Online estimates | Included in most QBO plans | Simple quotes that become invoices | Basic layout, limited options, no real price book logic |
| Field service platforms (Jobber, Housecall Pro and similar) | Jobber's published plans start around US$29 to $49 a month for one user, with more for team plans and extra users | Residential trades who also need scheduling and invoicing | Generic to many trades; per-user costs grow; your pricing logic has to fit their structure |
| Trade-specific estimating software | Varies widely, often subscription | Trades with specialized takeoffs (roofing, electrical, HVAC) | Can be powerful but narrow, and may not connect to the rest of your tools |
| Custom quoting tool | Typically $8,000 to $40,000 CAD to build, plus hosting | Contractors with unique pricing math, multiple crews or a high quote volume | Upfront cost and a build period, but it fits exactly |
For a deeper look at build costs, see how much custom software costs in Canada.
How to set up quoting properly (whatever tool you pick)
- Build your price book first. List your 30 to 50 most common line items with your cost, markup and sell price. This is the most valuable hour you will spend.
- Make three templates. Your three most common job types cover most quotes. Do those well before anything else.
- Write scope in plain language. "Remove existing sod, grade, install 400 sq ft of new sod, haul away debris." Add a short "not included" list to avoid arguments later.
- Add an option. One optional upgrade per quote, such as a stain on the fence or extra topsoil. Let the customer choose.
- Set your terms. Validity period (material prices move), deposit amount, payment terms, and what happens if weather delays the job.
- Turn on follow-up. A reminder at day 3 and day 7 is a good starting point.
- Track every outcome. Won, lost, and why. After one season you will know your real close rate.
Add a validity line to every quote today, such as "Prices valid for 30 days." Lumber, steel and fuel prices can move during a busy season, and this protects your margin on quotes that sit for weeks.
Calgary-specific things your quotes should handle
- Short seasons. Landscaping, concrete, fencing and decks are packed into a few warm months. Quoting faster in spring is worth more than almost any marketing.
- Weather. Snow in May and hail in July happen. Include clear wording about weather delays and rescheduling.
- Hail and insurance work. Roofers and exterior trades often need quotes that line up with an adjuster's scope. Templates that mirror that structure save time.
- Permits. If a job needs a City of Calgary permit, state who is responsible for getting it and whether the fee is included.
When a custom quoting tool makes sense
Off-the-shelf tools are a great start. A custom one tends to pay off when:
- Your pricing has real logic, like slope multipliers, access difficulty, material waste factors or crew-size rules, that generic line items cannot capture.
- You send dozens of quotes a week and minutes per quote add up to days per season.
- You want customers to build their own ballpark quote on your website, which turns your site into a lead machine (see landing pages that convert ad clicks).
- You are paying for a big platform but only use the quoting part.
How Sidekick helps
We build quoting tools for Calgary contractors that use your real pricing math, look sharp on a phone, take deposits, follow up automatically and push approved jobs into scheduling and QuickBooks. Often we start with just the quote and add the rest later. If a $40-a-month tool would do the job, we will tell you that instead. Book a free call and bring a recent quote.
Frequently asked questions
What is the best quoting software for contractors?
It depends on your trade and size. Field service platforms like Jobber suit many residential trades, trade-specific estimating tools suit specialized takeoffs, and a custom quoting tool suits contractors with unique pricing logic or high quote volume.
How much does quoting software cost?
Subscription tools typically start from roughly US$29 to $49 a month for a single user and rise with team size and features. A custom quoting tool typically costs $8,000 to $40,000 CAD to build, plus hosting.
Should my quotes include GST in Alberta?
If you are registered for GST, show 5% GST as a separate line on quotes and invoices, along with your GST number. Alberta has no PST. Ask your accountant whether you need to register if you are under the small supplier threshold.
Can quoting software send automatic follow-ups?
Yes. Most modern quoting tools can send reminders if a customer has not responded after a set number of days, and a custom tool can follow up by email or text, provided you respect CASL consent rules.
Want quotes that go out before you leave the driveway?
Free 30-minute call. We'll map out what you need, how long it takes and what it costs. No pressure.
Book a free call →