7 Surprising Tips to Turn More Quotes into Paid Projects

Your sales call went great. The client nodded along, loved your ideas, and seemed ready to roll.

Then it came time to sign on the dotted line. You sent the quote sooner than promised and followed up right on schedule. But now, you’re hearing nothing but the not-so-sweet symphony of…crickets.

It’s not your imagination—and it’s probably not your pricing, either. Somewhere between “Sounds great!” and “Let’s get started,” your client’s enthusiasm hit a speed bump.

So what made your promising momentum stutter to a crawl or an outright halt? It’s anyone’s guess, really. Between busy inboxes, second thoughts, and unclear next steps, even the most excited prospect can drift away.

But there are ways to turn things around and make sure they don’t stall out again. Here are 7 surprisingly simple tweaks that help you close the gap between “thinking about it” and “here’s your deposit.”

1. Make your estimates look like they belong in the big leagues

Professional-looking quotes help small business owners and freelancers build instant credibility, eliminate confusion, and make it easier for clients to say yes.

If your quote looks polished, your client is more likely to assume your work will be too. Even though you’ve already made a (great) first impression, a flawless proposal builds on that to set the tone for the entire relationship.

Use branded templates with clear line items, detailed descriptions, and organized totals. The goal is to help clients understand exactly what they’re paying for (and what they’re not). The more transparent your quote, the more confident they’ll feel about signing it.

Pro tip: Begin your estimate with a few sentences to recap what you discussed during your sales call, including the client’s goal and their desired outcome. For example:

“Your business has seen remarkable growth, and now it’s time to redesign your e-commerce site to boost conversion rates by 15% next year. Here’s how [Company Name] can give you the tools to reach that goal:”

This helps your client feel seen and heard, and it clearly sets up what’s in it for them, aligning your quote to their objectives as well as your deliverables.

And tools like FreshBooks make this effortless with branded estimates and proposals that can be turned into invoices with one click.

2. Give clients payment options they can actually say yes to

Flexible payment options help small business owners close more deals by removing financial barriers and making big projects feel achievable.

When clients hesitate, it’s rarely because they don’t want to move forward. They often still want the outcome, but the price can feel daunting in the moment—especially if budgets are tight or cash flow fluctuates.

For example, breaking large project costs into smaller, convenient installments makes it easier for clients to say yes. It shifts the conversation from “Can I afford this?” to “How can I make this work?”

With pay-over-time solutions, clients can give you the green light to start immediately while spreading out their payments to make it affordable. For example, Buy Now, Pay Later (BNPL) with Affirm, offers a path that removes the risk for the small business owner. It’s a win-win that makes your services more accessible to your clients and gets you paid upfront.

Pro tip: Talk about payment flexibility early in the process. During your sales call, let clients know you offer options for different budgets. It shows you understand the realities of running a business, which builds trust long before you send the quote.

Curious about offering flexible payment options? Here’s how they can help grow your business.

3. Use your value prop to sell the why, not just the what

Clear, client-focused quotes help small business owners understand the value you’re delivering.

By the time someone receives your quote, they should already understand why your solution is right for them. While your estimate may be a formality, it’s also your chance to reinforce that confidence.

Explain your approach in plain language and set expectations, including timelines, and how each phase and element builds up to their big-picture goals. Be concise, but also share why you recommend this path to solve their specific challenge, so they focus on the outcome instead of the cost.

The clearer you are about what they’ll gain, the faster they’ll say yes.

4. Make ghosted estimates so last year

Strategic follow-ups help you stay top of mind with prospects and clients, and turn “thinking about it” into “let’s do it.”

Silence after sending a quote doesn’t always mean “no.” Sometimes, it just means your client got busy, forgot to reply, or just needs a little reassurance before committing. That’s why a proactive follow-up plan—and a clear timeline—can make all the difference.

Before you hang up from your sales call, schedule a brief proposal follow-up. Say something like, “I’ll send your estimate by Thursday—can we set up a quick 10-minute call next week to review it together?” It feels natural, sets expectations, and keeps momentum going.

When you send the quote, set an expiration date to create a sense of clarity and urgency. A simple line like “This quote is valid through [date]” shows professionalism, helps clients prioritize a response, and protects you if pricing or timelines change.

Then, build your follow-up cadence around that date. If you haven’t already spoken, check in a few days after sending the quote, and again before the expiration deadline. Keep your tone friendly and helpful, like:

“Hi [Name], just wanted to make sure you got the quote and see if you have any questions. Pricing is valid through [date], but I’m happy to walk through the details before then!”

You can also use those touchpoints to add value—share a testimonial, a relevant success story, or even a quick resource that builds confidence in your expertise.

Pro tip: Personalize every message. Reference something specific from your earlier conversation or proposal to remind them you listened. It turns a standard follow-up into a genuine relationship-builder—and that makes clients far more likely to respond before your quote expires

5. Map out your timeline

Clear timelines help small business owners set expectations, prevent project drift, and give clients confidence that you’ll deliver on time.

When a proposal feels open-ended, clients hesitate. They may love your ideas but wonder, “When does this actually start? What happens next?” A mapped-out timeline answers those questions upfront, laying out clear next steps.

Include key milestones directly in your quote or proposal, such as:

• Estimated start date: Show when you can begin once the quote is approved.
• Kickoff call or discovery: Outline when you’ll review goals and finalize the plan.
• Major deliverables: Share when clients can expect tangible progress.
• Review and handoff: Note when you’ll wrap and deliver final assets.

This structure reassures clients that you have a process and makes it clear that momentum begins as soon as they approve the quote.

If you can, tie your start date to approval. For example:

“Project kickoff will begin within 7 business days of signed approval.”

That simple statement accomplishes two things. First, it sets expectations. Second, it creates a natural reason to follow up before your availability window fills.

In your follow-up, you can say something like, “To meet your target launch date of May 15, I’ll need project sign-off and payment by March 16.” And if the proposal technically expires before they’re ready, you can still keep momentum going by offering to extend it.

Pro tip: Use your timeline as a confidence-builder, not a countdown clock. When clients can visualize what happens next and how it ties to their goals, they’re less likely to stall and far more likely to sign.

6. Let your happy clients sell for you

Even if your quote checks every box, there’s nothing more persuasive than proof from other happy clients. People trust people, especially those who’ve already gotten results and give them the confidence to say yes.

Weave that trust into your sales process by adding testimonials, short quotes, or recognizable client names directly into your proposal or follow-up message. A simple sentence or two from a satisfied customer can do more to close a deal than another paragraph about your experience.

If you don’t have formal testimonials yet, you can still show credibility by including quick wins or data points:

• “Clients typically see a 25% faster turnaround after switching to our service.”
  “We’ve helped over 100 small business owners automate their invoicing and save hours each week.”

These kinds of examples remind prospects that others have trusted and benefited from your work.

Pro tip: Match your social proof to your audience or project type. If you’re quoting a restaurant owner, share a testimonial from another food business. If you’re pitching a startup looking for a messaging strategy, highlight a case study from a similar client and project. The more relatable the story, the more powerful the proof.

7. Make it easy to say, “Heck, yes!”

A simple approval process helps small business owners close deals faster and turn client enthusiasm into action.

Clients, no matter how enthusiastic, can lose interest if approving your quote feels complicated. People are busy, so anything that feels like more work usually gets pushed aside. The more steps they have to take, like additional clicks, extra logins, or steps that aren’t intuitive or obvious, the more likely they are to put it off.

Remove every barrier between “I’m ready” and “Let’s go.” Make your quotes interactive and easy to accept online. Tools like FreshBooks allow clients to review, approve, and pay estimates in one click, keeping the process fast and friction-free.

Pro tip: The easier you make it to say yes, the fewer reminders you’ll have to send later. When your proposal feels effortless, it communicates trust, professionalism, and partnership—three things that make every “yes” come faster.

Ready to turn more quotes into paid projects?

Converting quotes into paid projects isn’t about lowering your price—it’s about raising your clients’ confidence.

When your estimates look professional, your payment options feel realistic and affordable, and your process is clear, clients stop hesitating. They understand the value, trust your expertise, and are ready to act.

And with the right tools behind you—like FreshBooks, which lets clients review an estimate or proposal, approve, and pay in just a few clicks—it’s even easier to turn that “thinking about it” into “Where do I sign?”

Want to take it one step further? Combine FreshBooks’ small business software with Buy Now, Pay Later (BNPL) with Affirm. Give clients the flexibility to move forward without hesitation, and while getting paid upfront. Take the next step toward more approvals and faster payments and try FreshBooks free today.

Payment options through Affirm are subject to an eligibility check and are provided by these lending partners: affirm.com/lenders. Options depend on your purchase amount, and a down payment may be required. For licenses and disclosures, see affirm.com/licenses.

In Canada, payment options through Affirm Canada Holdings Ltd. (“Affirm”) are subject to an eligibility check and approval. Options depend on purchase amount and may not be available in all provinces/territories. Minimum purchase and down payment may be required.