Solar quotations

Solar quote checklist before sending

Author: to be added

Published 10 Oct 2026

Before sending a solar quotation, check the customer and site details, confirm the system size and mode, verify every bill of materials line, make sure price and tax add up with the amount in words, label subsidy as indicative, include terms and a validity date, and proofread the final file once more.

Customer and site details

Most embarrassing errors are in the first few lines. Check the customer name spelling, the site address (which may differ from the billing address), the contact number and the quotation date. If the customer will be named on any scheme application, the name should match their electricity bill exactly. Mismatches cause delays later that look like your fault.

Also check the quotation number. Revisions should carry a clear revision marker so nobody pays or approves against an outdated version. The revisions and status tracking feature keeps each version tied to the same customer record.

Technical scope

Confirm the system size, the mode, the roof area assumption and the main equipment. Make sure the capacity is stated the same way throughout, not in kilowatts in one place and in panel count in another. Every line in the bill of materials should match what you would actually order; the BOS glossary entry explains the balance-of-system items that most often go missing, such as cables, protection and earthing.

Money lines

Add the totals yourself, once, even if software did it. Compare the grand total in the summary, the price table and the amount in words. If you apply a discount, make sure it is visible as a separate line rather than silently lowering a unit price. Check that every tax line corresponds to the correct supplier and customer states.

If you do not have a quotation tool, the free solar quotation generator is a quick way to cross-check your own arithmetic.

Subsidy and net cost

If the customer may qualify for a subsidy, check that the line is labelled indicative, that it is shown apart from the price, and that nothing in the document promises approval.

Terms and validity

Confirm the terms are your current version, with payment schedule, warranty handling, exclusions and the validity date all present. Reusing a vetted set such as the solar terms and conditions template is safer than editing last quarter's quote.

Common mistakes

• Totals that disagree

  The summary, the table and the amount in words must show the same grand total. Mismatches make customers doubt the rest.

• Reusing an old quote

  Old names, old prices and expired validity dates survive when you copy a previous file. Search for the previous customer name before sending.

• Wrong customer or site address

  A single wrong line on a quotation can delay scheme paperwork. Check against the customer's own documents.

• Skipping the proofread

  Spelling errors in make and model names look careless and are easy to catch with one final read.

• Sending without a second reviewer

  Authors see what they meant to write. A colleague sees what is on the page.

What to check before you send

Run the list in this order: details, scope, money, tax, subsidy, terms, proofread. Open the file you will actually send, not the working copy, and read it from top to bottom once. Confirm the file name includes the customer and revision, and that you are sending to the right person. Keep a copy so any later revision starts from the version the customer saw.