You price a bathroom in March. Client decides in June. Tiles are +8%, boards are late, and your margin just got punched. This isn’t bad work — it’s timing. Here’s a simple system to protect your price and your sanity.

What quietly eats your margin

• Supplier prices moving between quote and start date
• Client delays: “We’ll confirm next month”
• Verbal changes that never make it onto paper
• Forgetting to recheck prices right before ordering

You can’t stop the market, but you can stop the leak.

The 3-part system that actually works

1. Quote validity that’s short and clear

• 15–30 days on most jobs
• Say when the price will be reviewed if the client waits

2. Triggers that force a price check

• If start date moves by more than 30 days
• If a key material (tiles, boiler, parquet) changes brand/spec
• If supplier quote validity has expired

3. A fast re-quote workflow

• New version number (v2, v3…) — don’t overwrite
• Highlight what changed (line and total)
• Get a quick signature on the new version before ordering

Words you can actually use with clients

Quote validity clause:
“Prices are valid for 30 days due to supplier fluctuations. After this period or if the start date changes, we will confirm material costs and issue a revised version for your approval.”

Client script at site visit:
“To keep your price fair, I lock it for 30 days. If we slip past that, I double-check supplier quotes and send a fresh version. No surprises.”

Email when re-pricing is needed:
“Hi [Name], the supplier quote for tiles expired on [date]. I’ve updated the material line. Please review and approve v2 so I can place orders today.”

VAT: keep it clean when prices change

• 10% for most renovation in existing homes
• 5.5% for energy improvements (insulation, boiler upgrades, etc.)
• 20% for new construction

Price updates don’t change the VAT rate by themselves. Only scope changes do (e.g., switching to an energy‑saving product may qualify at 5.5%). Show VAT per line where it matters, so everyone sees what moved and why.

Build a simple supplier watchlist

Don’t try to track everything. Track the 10 items that hit your margin the most.

• Item, brand/spec, your buy price, quote validity date
• Next expected update (ask your rep)
• 1–2 alternative options you can swap in if needed

Use AI to record supplier calls

When your rep says, “Price valid until the 15th, then +4%,” capture it immediately. Speak it into your phone:

“Tiles X, supplier Y, price valid to 15/10. Expect +4% after. Alternative Z in stock.”

• The note becomes your trigger for re-pricing
• Add it to the job so the whole team sees it

Try this in Donizo: create quotes by voice, set quote expiry on proposals, attach supplier PDFs, and schedule automatic follow-ups so clients decide before prices move. One place, no paper pile.

The 20-minute weekly routine

• Open your active quotes and jobs
• Sort by “expires soon” and “start date moved”
• Call supplier for any line that looks risky
• If anything moved, issue v2 the same day

Checklist you can stick in the van:

• Validity date checked?
• Supplier quote still valid?
• Start date confirmed?
• Alternatives ready if backorder hits?
• Client informed in writing?

Get the deposit, then protect the schedule

• Ask for a deposit when the client signs the approved version
• Order long-lead materials immediately after deposit
• If the client delays choice, propose an in‑stock alternative in writing

Show it clearly on the paperwork

Version line on proposal:
“v2 – Updated tile line due to supplier change on 12/09. Total +€142. VAT unchanged (10%).”

Deposit clause:
“Orders placed after deposit receipt. Delays in client choices may affect delivery dates and pricing.”

Speed this up with Donizo: versioned proposals with clear change notes, quick e‑approval, deposits tracked, and invoices generated with the correct VAT (10%, 5.5%, 20%). No double entry.

Put it together on one job

• Plumber quotes bathroom on 02/03, validity 30 days
• Client approves on 28/03 — perfect, price stands
• Start pushed to 10/05; supplier extends validity to 30/04 only
• On 01/05, plumber issues v2: tiles +€120, VAT still 10%
• Client approves v2, deposit paid, materials ordered same day
• Job delivered, final invoice matches approved version — margin intact

Why this works

• Clients accept clear rules if you explain them early
• Versioning kills arguments
• Deposits and quick orders reduce risk
• A short weekly routine prevents nasty surprises

If you want this to run without a spreadsheet, try Donizo. Create quotes by voice, send professional proposals with expiry, follow up automatically, generate invoices with correct French VAT, track payments, and manage project status and notes in one place.

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Got a bathroom, kitchen, or repaint on your plate this week? Put validity on the quote, add three triggers, and stick to the 20‑minute routine. Your future self will thank you.