Three words come up at the start of almost any piece of work: estimate, quote and scope. They're often used as if they mean the same thing. Here's what we mean by each, in plain language.

An estimate is an informed guess

An estimate is our best sense of what something is likely to cost or how long it's likely to take, based on what we know at the time. It's given before all the details are known, so it can move, up or down, as the picture becomes clearer.

A good estimate comes with its assumptions, so you can see what would make it change.

A quote is a commitment

A quote is firmer: a stated price for a defined piece of work. Because it's a commitment, we need to know precisely what we're committing to, so a quote usually follows a more detailed conversation than an estimate does.

If you need a firm figure before going ahead, tell us, and we'll talk about what we'd need to know first. If a rough idea is enough to plan with, an estimate will do.

Scope is the list of what's included

Scope is the description of the work itself: what will be done, what you'll receive, and where the edges are. A clear scope also says what is not included, because that's where misunderstandings tend to start. It deserves as careful a read as the price.

Why a change in scope changes the price or timeline

A price and the scope behind it are two halves of the same thing. If the work grows — an extra piece, a new requirement, a change of direction — the time and effort behind the original figure no longer match what's being asked for. Something has to give: the price, the timeline, or another part of the work.

That isn't a penalty, and it isn't anyone's fault; needs change. It works in reverse, too: if the work shrinks, it's fair to ask what that does to the price.

How to ask for a change without friction

• Raise it early. A change is nearly always easier to absorb before the affected work is done than after.
• Describe what you need and why. The reason often points to a simpler way of getting there.
• Ask what it affects. We'll tell you what the change does to the price and the timeline before you decide.
• Put it in writing. A short note both of us can refer to later keeps everyone's memory honest.

None of this is meant to make change difficult. It's there so that when the work changes, both of us know what we've agreed to.

This is a general explanation of how these words are commonly used, not legal advice. If a term in anything we send you is unclear, ask and we'll explain what we mean.