How to quote a pergola. From first brief to accepted order.

Seven steps to a traceable pergola quote

Use these steps to connect the initial enquiry to the accepted design. A commercial quote still needs the agreed site survey and technical checks before an order is released.

1. Step 01

   Qualify the project before measuring

   Confirm the customer's objective, product family, site type, target timing and decision process before investing in a detailed design.

   • Ask whether the pergola is for shade, rain protection, seasonal enclosure or a complete outdoor room.
   • Clarify wall-mounted or freestanding preference, approximate footprint and the need for screens, glass, lighting or heating.
   • Identify the property owner, other decision-makers and any planning, landlord or homeowners-association constraints.

   Project record

   A qualified brief with contact details, intended use, approximate size and agreed next step.

2. Step 02

   Capture the site conditions

   Record the measurements and constraints that influence structure, attachment, drainage, access and installation—not only width and projection.

   • Measure available width, projection, front height, wall height and relevant level differences.
   • Record the mounting surface, doors, windows, downpipes, utilities, roof edges and required clearances.
   • Photograph the full elevation, both sides, the ground condition, access route and electrical-supply location.

   Project record

   A traceable site survey or pre-survey record with dimensions, photographs and assumptions.

3. Step 03

   Select the correct pergola system

   Match the project to an approved bioclimatic, retractable, fixed, attached, freestanding, multi-bay or wood system before adding options.

   • Check the catalogue's minimums, maximums, span rules, post layouts and wall-connection requirements.
   • Choose the roof principle and drainage arrangement that fit the intended use and site conditions.
   • Escalate projects outside standard rules instead of forcing them into a standard quote.

   Project record

   A named product system, structural arrangement and list of items requiring technical validation.

4. Step 04

   Configure dimensions and compatible options

   Build the proposed pergola from the selected catalogue rules so every visible option remains connected to the product record.

   • Set width, projection, height, bay count, post positions, roof zones and blade or fabric direction.
   • Add compatible screens, sliding glass, fixed glazing, doors, lighting, heaters, sensors and control packages.
   • Choose frame, roof and infill finishes from the price list and market included in the quote.

   Project record

   A saved configuration with a unique reference, visual preview and complete option list.

5. Step 05

   Calculate the complete selling price

   Combine the configured product with every commercial item required to deliver the project, using controlled formulas and approvals.

   • Calculate structure, roof, closures, accessories and finish adjustments from the applicable price list.
   • Add survey, engineering review, delivery, lifting equipment, electrical work, installation and waste removal where applicable.
   • Apply tax, currency, margin, dealer price level and authorised discount rules; record exceptions and validity dates.

   Project record

   An itemised price with source rules, approval status, tax treatment and excluded work clearly identified.

6. Step 06

   Prepare a proposal the customer can understand

   Turn the selected design and controlled price into a clear branded quote that explains scope, assumptions and the next decision.

   • Show the exact pergola system, dimensions, finish, roof, closures, comfort options and representative views.
   • State the included survey, delivery and installation work as well as exclusions, lead-time assumptions, terms and quote validity.
   • Provide a simple approval or enquiry action while preserving the configuration reference for future revisions.

   Project record

   A customer-ready quote linked to the same configuration used for visualisation and pricing.

7. Step 07

   Control revisions and handoff

   Keep later changes, approvals and technical validation attached to the project so sales and operations work from the same accepted version.

   • When a dimension or option changes, update the configuration, price and proposal together and retain revision history.
   • Confirm final site measurements and any structural or planning approvals before converting commercial data into an order.
   • Send the accepted dimensions, selections, documents and scoped BOM or order data to the responsible supplier and installation team.

   Project record

   An approved project version with validation status, customer decision and operational handoff recorded.

Avoid the gaps that create rework

Review the information behind the document, especially after the customer changes a dimension or an option.

Pergola quoting questions

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