QuoteSmith vs Excel Spreadsheets
Ditch the Spreadsheet, Win More Work

The Problem with Spreadsheet Quotes

Many tradespeople use Excel or Google Sheets for quotes because spreadsheets are good with numbers. You can list your line items, add formulas for subtotals and VAT, and the maths works out. But a spreadsheet is not a proposal — and that distinction matters more than you think.

A spreadsheet quote is just a grid of numbers with some descriptions. There is no scope of work explaining what you will actually do. There are no terms and conditions protecting you legally. There is no project timeline setting expectations. And there is no branding that says "this is a professional business."

When a homeowner receives three quotes for a kitchen refit — one spreadsheet, one typed document, and one branded PDF proposal with a detailed scope of work — which tradesperson do they trust most? The answer is almost always the one who looks most professional. You could be the most skilled tradesperson of the three, but if your quote looks like it was thrown together in five minutes, the client does not know that.

What a Proper Proposal Includes

A professional trade proposal should include far more than just a list of prices. QuoteSmith generates complete proposals with:

Detailed scope of work: A written description of exactly what the job involves, using correct trade terminology. This sets clear expectations and protects both you and the client.

Itemised pricing: Clear line items with quantities, unit prices, and totals — plus automatic VAT calculations at 20%.

Project timeline: A realistic schedule showing when work will start, key milestones, and expected completion. Clients love knowing what to expect.

Terms and conditions: Comprehensive T&Cs covering payment terms, variations, access requirements, and references to UK building regulations. These protect you legally — something a spreadsheet quote never provides.

Professional branding: Your company logo, name, address, and contact details presented in a clean, consistent layout.

The Formatting Time Sink

Even if you try to make a spreadsheet look presentable, you end up spending significant time adjusting column widths, merging cells for headers, adding borders, inserting your logo, and fighting with print settings so the PDF does not cut off halfway through a row. This formatting work adds 20-30 minutes to every quote — and the result still looks like a spreadsheet.

With QuoteSmith, formatting is automatic. Every proposal follows a professional template. You never adjust a column width or merge a cell again. The AI generates the content, the system handles the layout, and you download a polished PDF in minutes.

The Real Cost of Spreadsheet Quotes

Excel might be "free" (though Microsoft 365 costs £99/year), but the real cost is threefold. First, the time you spend creating and formatting each quote. Second, the jobs you lose because your proposal did not look as professional as a competitor's. Third, the lack of legal protection from missing terms and conditions.

QuoteSmith costs £39 per month. If it helps you win even one additional small job per month — or saves you from one dispute thanks to proper T&Cs — it has paid for itself many times over.

Best For

Keep using spreadsheets if: You only do repeat work for existing clients who do not need proposals, or you are using the spreadsheet purely for internal cost calculations (not as a client-facing document).

Switch to QuoteSmith if: You send quotes to new clients and want to make a strong first impression. You want AI-generated scope of work and terms and conditions. You want to save time and look professional. Your first proposal is free — see the difference for yourself.