What should be on a proper quote before you pay a deposit?

A quote should tell you more than the final number

When you're comparing Pros, the total price matters.

But so does understanding what that price actually covers.

A clear written quote or estimate can help both sides understand what has been discussed before work begins.

It can also give you something concrete to refer back to if the scope, materials, timing or price later changes.

Quote or estimate: is there a difference?

The words “quote” and “estimate” are sometimes used differently in everyday business.

Under South Africa's Consumer Protection Act (CPA), “estimate” has specific importance in the context of section 15, which deals with pre-authorisation of repair and maintenance services where that section applies.

Rather than relying only on the heading of the document, make sure you understand:

• what work the price covers;
• whether the amount is fixed or may change;
• what assumptions it is based on;
• what could create additional charges; and
• how those additional charges will be approved.

1. Who is giving you the quote?

Useful information can include:

• the provider or business name;
• contact details;
• a physical or business address, where relevant;
• company registration information, where applicable;
• a VAT number, where applicable; and
• a quote or reference number.

Not every legitimate provider operates through a registered company. A sole proprietor, for example, may trade without one.

The important thing is being clear about who you are contracting with and paying.

2. A clear description of the work

The quote should make it reasonably clear what the provider proposes to do.

Too vague: “Bathroom repairs – R12,000”

More useful: a description identifying the agreed repair or work, the areas involved and the major work included.

The level of detail appropriate will depend on the job.

3. What materials or products are included?

For jobs involving materials or equipment, useful details may include:

• major materials;
• quantities, where appropriate;
• brand, model or specification, where it matters;
• whether the customer or the provider supplies them; and
• allowances, where final selections haven't yet been made.

The goal isn't a list of every screw. It's enough detail to understand what is being priced.

4. Does it need to be itemised?

An appropriate breakdown can make it easier to understand and compare quotes, especially for larger or more complicated jobs.

For repair or maintenance estimates covered by section 15 of the CPA and its regulations, the prescribed estimate information includes a breakdown and total of the amount to be charged.

For other types of work, the appropriate level of itemisation may depend on the service and the agreement.

A useful breakdown might separate:

• labour;
• major materials or equipment;
• call-out or assessment charges;
• delivery;
• subcontracted work, where relevant; or
• other significant cost components.

5. Check the VAT treatment

If the supplier is a VAT vendor, SARS requires VAT to be included in quoted prices for taxable supplies, or for the quote to show the price both with and without VAT.

Not every business is registered for VAT.

If you're uncertain, ask:

“Is this the total amount I will pay, including any applicable VAT?”

6. Understand the deposit

A deposit isn't automatically suspicious.

It may relate to:

• materials;
• securing a booking;
• mobilisation;
• custom orders;
• commencement of work; or
• another agreed purpose.

Before paying, understand:

• the amount;
• what it is for;
• when it becomes due;
• whether and how it is refundable;
• what happens if you cancel;
• what happens if the provider cancels or cannot proceed; and
• how it fits into the remaining payment schedule.

There isn't one deposit percentage that suits every job.

7. Payment stages

For larger work, staged payments may be linked to agreed milestones.

The quote or agreement should make clear:

• when each payment becomes due;
• what milestone or date triggers it;
• the amount or percentage;
• what remains payable at completion; and
• how approved variations affect the payment schedule.

Payment structures differ between industries and jobs.

8. Start date, duration and scheduling

Useful information may include:

• the anticipated start date;
• the estimated duration;
• dependencies;
• access requirements; and
• circumstances that may affect scheduling.

Weather, material availability, hidden conditions and approved variations can affect some jobs.

The goal is clarity about expectations, not pretending every date can be guaranteed.

9. What isn't included?

Exclusions can be just as useful as inclusions.

Depending on the job, examples might include:

• painting after repairs;
• rubble removal;
• specialist testing;
• permits or approvals;
• delivery;
• access equipment;
• additional materials;
• hidden damage discovered later; or
• work by another trade.

Not every job will have these exclusions. They're examples of what to look for.

10. What happens if extra work is discovered?

Before work starts, ask how variations or additional work will be handled.

Ideally, understand:

• how you'll be told;
• how the additional cost will be calculated or quoted;
• whether work pauses for your approval; and
• how approval will be recorded.

For repair or maintenance services where CPA section 15 applies and an estimate has been provided, the supplier generally may not charge more than the estimate unless they inform you of the additional estimated charges and you authorise the work to continue.

11. How long is the quote valid?

Prices can change.

Ask how long the quote remains valid.

For estimates covered by CPA section 15, the validity period forms part of the prescribed estimate information.

12. Warranties or guarantees

Where a provider offers a specific workmanship or product warranty or guarantee, understand:

• what it covers;
• how long it applies;
• exclusions;
• who provides it; and
• how a claim is made.

Not every service includes a commercial workmanship guarantee. A voluntary warranty offered by a provider is also different from your statutory consumer rights.

Before paying a deposit: quick checklist

1. Do I know who I'm paying?
2. Is the scope clear?
3. Do I understand the total price and applicable VAT treatment?
4. Do I know what materials or equipment are included, where relevant?
5. Do I understand the deposit and payment stages?
6. Are important exclusions clear?
7. Do I know how additional work will be approved?
8. Do I know how long the quote is valid?
9. Are important timing expectations recorded?
10. Have I kept a copy?

Keep your records

Save:

• the quote or estimate;
• accepted changes;
• invoices;
• proof of payment;
• important messages and emails;
• warranties, where applicable; and
• other relevant job documentation.

Clear records can be useful if there is later disagreement about what was quoted, approved, changed or paid.

Changed banking details deserve a separate check

If you receive a message saying the provider's banking details have changed, especially shortly before payment, verify the change using a trusted contact method you already have for the provider before making payment.

Don't simply reply to the same message asking whether it's genuine.

ID Verified doesn't validate a quote

On Know a Pro, ID Verified means the Pro completed Know a Pro's required identity-verification process.

It doesn't mean:

• their quote has been approved by Know a Pro;
• their prices are fair;
• their banking details have been verified;
• their business is VAT registered;
• the work will meet a particular standard; or
• the job will go according to plan.

Assess the quote itself.

Reviews don't guarantee how your job will go

Reviews provide customer-submitted context about previous experiences.

They don't guarantee:

• quote accuracy;
• the final cost;
• workmanship;
• timing; or
• the outcome of your job.

The bottom line

Before paying a deposit, make sure you understand who you're paying, what work is included, what it will cost, how payments work and what happens if the scope changes.

A useful written quote or estimate gives both sides something clear to work from. Keep a copy, record approved changes and ask questions before money changes hands.

This article provides general consumer information and was reviewed in September 2026. The Consumer Protection Act and other requirements can apply differently depending on the transaction, service and circumstances. For a specific dispute or legal question, consider guidance from the National Consumer Commission, the relevant industry body or an appropriate legal professional.