A revised quotation should show what changed, which version is current, and whether the customer has approved the new terms. Keep the earlier version so both sides can compare the agreed scope with the proposal that replaced it. This makes a later invoice, delivery, or dispute easier to trace.
Common reasons to revise a quote include a changed quantity, product specification, delivery location, start date, supplier cost, or customer-requested option. A revision is not simply a fresh copy with a different total. Start by checking the customer's request and documenting every effect on scope, price, schedule, and payment terms.
When to create a revised quotation
Create a new version when a material detail changes after the original quote was issued. Examples include adding two units, replacing a selected model, changing installation from one site to three, extending the work schedule, or changing the deposit arrangement. A typo that does not affect scope or terms can be corrected with a clearly identified corrected copy, but retain a record of what was fixed.
If the customer has not yet accepted the quotation, send the new version for approval and state that it replaces the earlier offer. If the customer has already accepted, do not silently rewrite the approved document. Record the requested change as a variation, amendment, or other agreed change according to your contract and industry process. Ask the customer to approve the new scope and price before carrying out work that depends on it.
The initial quote should already explain its scope, assumptions, and terms. Use the professional quotation checklist to make those details specific before a revision is needed.
A simple revision workflow
- Capture the request. Record who requested the change, when, and what they asked for. Confirm unclear details before editing.
- Check dependencies. Verify supplier pricing, stock, capacity, site requirements, timing, and any affected work already completed.
- Calculate the impact. Rework affected line items and identify changes to discounts, fees, taxes, deposits, milestones, and delivery.
- Create a new version. Use a sequential revision number or date, keep the original reference, and identify the version it supersedes.
- Summarize the change. Tell the customer what was added, removed, or adjusted, including any change to schedule or payment terms.
- Request approval. Ask the customer to confirm the version and scope in a recordable form before you act on the changed terms.
- Update the working copy. Make sure the team preparing, delivering, and billing the order can see the approved version and its status.
If the customer declines the revision, keep the original quote and note that the proposed change was not accepted. Do not delete a rejected version if it explains a later conversation.
Label the version so nobody can mistake it
Use a reference that stays connected to the original quotation. For example, Q-1042 Rev 1 and Q-1042 Rev 2 are easier to compare than two unrelated quote numbers. Include the issue date and, when useful, a short change summary such as “quantity and delivery date updated.” State whether the new version replaces the previous one or adds an optional alternative.
Avoid labels such as “final final” or “latest copy” that depend on someone opening every attachment. Make one version the current proposal and mark earlier versions as superseded or withdrawn. If the quote is sent as a PDF, use the same version number in the filename and on the document. Keep a controlled record of the sent copy rather than editing a previously emailed file in place.
Worked example: quantity and delivery change
A customer receives a quote for 20 shelving units and installation at one location. Before approving it, the customer asks for 24 units and a second delivery point. The revised price is not just four more units: transport, unloading time, installation labour, and timing may also change.
The seller checks stock and the updated supplier price, confirms the second address, calculates the additional delivery and labour, and reviews whether the original discount still applies. The new document identifies itself as Revision 1 of the original quote, shows 24 units and both locations, and marks the old delivery line as replaced. A short note summarizes the new amount and schedule. The seller waits for the customer's approval before reserving the additional stock or scheduling the second visit.
If the customer had already approved and paid a deposit against the first scope, the seller would first refer to the accepted agreement and record how the deposit is treated. The change should not be hidden by replacing the accepted quote with a new total.
Reconcile the revised price and schedule
Check the revised total from the affected lines rather than changing only the grand total. Confirm quantities, unit prices, discounts, delivery, labour, fees, tax treatment, and any deposit or payment already received. Make sure the schedule reflects new dependencies, such as a supplier lead time or a customer approval date.
If an item is removed, show whether its value is deducted or whether another cost remains. If a discount depended on the original quantity, explain whether the revised quantity still qualifies. If the request changes a service milestone, state which completed work remains billable and how the next payment is calculated.
When tax or electronic tax invoicing applies, check current official requirements for the transaction before updating tax information. KRA publishes current eTIMS guidance; a quotation should not be presented as a substitute for the applicable tax invoice.
Ask for approval in a way you can find later
Send the revised quotation to the customer and identify the exact version. Ask them to approve the changed scope, price, and timeline, not just reply “looks good” without context. A concise message can say: “Please confirm approval of Q-1042 Rev 1 for 24 units at two locations, with the updated delivery date of date. This version replaces Q-1042 Rev 0.”
Follow your agreed communication and recordkeeping process. Save the confirmation with the revised quote, and record any conditions. If approval happens during a call, send a short written summary and ask the customer to confirm it. Keep the sender, timestamp, and version together so staff can retrieve the evidence.
Before issuing the revised quote
- Does it identify the original quotation and new revision number?
- Is the customer request accurately reflected in the scope?
- Are additions, removals, changed assumptions, and optional items visible?
- Have totals, discounts, tax treatment, deposits, and milestones been recalculated?
- Are delivery, start, completion, and expiry dates still realistic?
- Is the old version clearly marked as replaced or still available as an option?
- Does the message ask the customer to approve this exact version?
- Can operations and billing staff see the approved copy and its status?
Mistakes that create disputes
Replacing the original file. This removes context about what the customer first considered or accepted. Preserve the prior version.
Changing scope without approval. A customer request to explore a change is not necessarily approval to perform it. Confirm the revised terms.
Updating only the total. A total without changed line items is difficult to review. Show what moved and why.
Sending several versions without a clear status. Identify one current version and label the others as superseded or declined.
Forgetting linked records. A team may dispatch from the old scope or invoice against the wrong amount. Update the working order only after approval, while retaining the history.
After approval, preserve the accepted version through delivery and billing. The next step is a controlled quote-to-invoice handover; when the customer is still deciding, use a respectful quotation follow-up instead of preparing an unrequested revision.