How should I create a budget?

Key takeaways

• Total clarity: A quote should be easy to read and leave no doubt about what is (or isn’t) included.
• Professional look: Using certified software like Moloni builds instant trust and ensures compliance with Tax Authority rules.
• Validity deadlines: Always define how long your prices are valid to avoid surprises with inflation or supplier costs.
• Payment terms: Be clear about how and when you expect to be paid (e.g. 50% upfront, 50% on delivery).
• Conversion to invoice: With the right tool, you can turn an approved quote into an invoice in one click, saving loads of time.

What must be included in a service quote?

For your quote to be taken seriously and to protect you legally, you need to include key details. Alongside your business (or personal) identification and the client’s details — names, addresses, and tax numbers — you must clearly describe the service provided.

Avoid vague descriptions. Instead of “Consulting”, go for “10 hours of digital marketing strategy consulting”. The more specific you are, the fewer “extra requests” you’ll have to handle without charging. Don’t forget to include the issue date, a sequential number, and the applicable VAT rate.

How do you calculate a fair price for your service?

This is where many people get it wrong. To avoid underpricing, you need to consider three pillars: fixed costs (electricity, subscriptions, rent), variable costs (materials specific to the project), and your profit margin.

If you charge by the hour, calculate your base hourly cost and add your margin. If you price by project, estimate the total time required and include a buffer for unexpected work.

Remember: your price communicates value. If you go too low, clients may question your quality.

Why is it important to use certified software like Moloni ON?

While you can create a quote in a text document, using Moloni ON puts you on another level. First, it ensures all tax calculations are correct and up to date according to Tax Authority rules.

Second, organisation is on another level. You can quickly see which quotes were accepted, which are pending, and which have expired. When the client says “yes”, you can instantly convert the quote into an invoice or invoice-receipt, keeping your SAF-T (PT) file clean and compliant.

How should you structure payment terms and deadlines?

Don’t be afraid to talk about money. In your quote, clearly specify the payment method (bank transfer, MB WAY, etc.) and deadlines. For longer projects, it’s standard practice in Portugal to request an upfront payment.

Also define the quote’s validity period. In today’s market, costs change quickly, and you don’t want to be locked into a price you gave six months ago. Typically, 15 to 30 days is ideal.

How should you present your quote to secure the deal?

Sending the quote is the moment of truth. Don’t just send a basic PDF—pair it with a short, friendly email reinforcing the value you’ll deliver.

With Moloni ON, you can send the document directly through the platform, making the process much smoother. A well-formatted quote, free of spelling mistakes and with a clean design, is often the deciding factor between you and the competition.