What is a free-text quotation?

A quotation written around the actual job

In a free-text quotation, the contractor writes the scope in its own words. Instead of selecting every item from a standard catalogue, it creates clear descriptions for the specific project. This is practical for service work, small alterations, bespoke fabrication and repeatable company work packages.

Free text does not mean informal scope. The client still needs to understand what is included, how the price is calculated and which assumptions or exclusions apply.

A useful quotation structure

• client, project and quotation validity
• brief description of the request or proposed solution
• sections and individual work items
• description, unit, quantity, rate and item total
• clearly marked options or alternatives
• terms, payment conditions and VAT
• assumptions, exclusions and work by others
• total and a clear route to acceptance

A weak and a strong example

“Alter handrail, lump sum CHF 3,500” leaves too much open. A stronger item is: “Remove existing steel stair handrail, shorten on site by 180 mm, re-weld end post, prime weld areas and reinstall; 1 item; lump sum CHF 3,500. Final decorative coating by others.” The second version makes the operation, quantity and exclusion visible.

Free text or a standard catalogue?

Swiss NPK items are valuable where a detailed, standardised and widely understood description is required. Free-text items are faster and more flexible where the work is bespoke, compact or sold as a defined package.

They can be combined. A quotation may use NPK items for the main scope and free text for project-specific additions. The right choice is the one that makes scope and risk clearest, not simply the one with fewer lines.

From enquiry to accepted quotation

1. Clarify the scope, quantities and unresolved questions.
2. Divide the quotation into logical sections and items.
3. Estimate labour, materials, plant, subcontract work and allowances.
4. State assumptions, exclusions and options where the reader will see them.
5. Check calculations, tax and commercial terms before issue.
6. Give later revisions a traceable version.
7. Transfer the accepted scope into the project workflow.

Common mistakes

“At cost” without agreed rates, “including all ancillary work” without a boundary and “as discussed” without a record all create avoidable disputes. Templates also become dangerous when old quantities, project names or exclusions survive unnoticed. A good free-text quotation is specific enough to support a decision and concise enough to be read.

Free-text quotations with Caturix

Caturix quotations let you build sections and items with descriptions, units, quantities and prices, then produce a consistent PDF. Repeating content can be saved as a template; items can be reordered, copied or duplicated. When the client accepts, the same data can form the project without retyping the quotation.

Frequently asked questions

When is a free-text quotation useful?

It works well for smaller or bespoke packages where a concise company-written description is clearer than a detailed standard bill. Repeating services can be stored as templates, but every project-specific quantity and exclusion still needs checking.

Can a quotation combine free text and NPK items?

Yes. Standard work can use Swiss NPK items, while project-specific additions use free text. The recipient should still see one consistent structure, unit convention and pricing logic.

What should a free-text item include?

Describe the work so that scope, quality, unit and boundary are understandable. Add quantity, price and relevant assumptions. Phrases such as “work as discussed” are too vague unless the referenced discussion is documented and attached.

‍