Individual Cut Out Signage
When is it acceptable to charge a customer more than originally quoted?
At SignForce we believe in the power of one’s word – and if that word is in the form of a quote, then we believe in the value and power of that quote.
Recently this has come into focus on two counts. One was a quote issued by SignForce and the other is a quote SignForce received.
In the instance of the quote SignForce received and accepted, once the work was completed the final cost came out at approximately 5% higher than originally quoted. We found this upsetting as it was not originally mentioned and as such when the driver went to receive the goods he had insufficient funds which resulted in additional bank charges, stress and time in order to get the goods that were already quoted and budgeted for. Needless to say it is unlikely that SignForce will readily use that supplier again in the future. In other words for a few hundred rand on a transaction the supplier will lose out on future business – a very short term view. In actual fact the three transactions SignForce have already had since this incident have already gone to our new preferred supplier.
The second count is work SignForce have concluded for a client. This is an interesting one as SignForce’s client is not that the payee. The payee is a separate entity and committed to a very specific value. The work was produced and only after production was completed did it come to management’s attention that one MASSIVE factor in the job was not included in the costing. Ah heck. That is one serious loss for SignForce. We cannot blame the client or expect them to pay more for our error. In addition to our error the client (not the payee) made serious changes to the work that was quoted on. Changes that come to almost 15.6% of the original accepted amount the payee agreed to pay. SignForce’s client has agreed to TRY raise additional funds to cover the difference. They did ask SignForce to approach the payee but this offer was declined as the relationship with the payee is between the payee and the client. SignForce has o relationship at all with the payee. Now SignForce are wondering how we approach our client to recover the additional costs incurred as a result of the client’s changes, as at SignForce we believe in LONG TERM relationships, which we believe hold far GREATER VALUE for SignForce and continued business.
As is standard in the modern world of AI, this writer asked AI under what circumstances it would be acceptable to increase the amount billed. Below is the gist of ChatGPT’s answer.
Charging a customer more than initially quoted is almost always a sensitive issue, and it is crucial for businesses to handle such situations with care, especially if they believe in the long term value of a client. In general, the principle of transparency and fairness should guide all transactions. However, there are certain circumstances where charging more than originally quoted can be acceptable or even necessary. Below, we will explore several situations when it is reasonable to charge a customer more than the original quote and how to manage these instances professionally.
Scope of Work Changes
One of the most common reasons businesses charge more than originally quoted is due to changes in the scope of work. (This is what happened with SignForce in the sample above). Often, when customers request additional services, modifications, or features after a quote has been given, the initial estimate becomes outdated. For instance, in industries such as signage, construction, design, or software development, customers may initially request a basic service but later decide to add more complex requirements, which were not part of the original discussion.
When this occurs, it is reasonable to adjust the price to reflect the increased workload, time, and / or resources needed. It is always advisable that a revised, written agreement or updated quote should be issued to the customer, specifying the new costs associated with the added work. It is also advisable that this new quote be accepted in writing. This is because it is way too easy for unscrupulous (dishonest) clients to make promises that will never be fulfilled unless the promise is reduced to writing. A documented case in point is when a large hotel was built in one of the homelands adjacent to South Africa in 1980. Many contractors had to close down after they were pushed by the client to finish the work sooner than originally agreed. The client promised that the additional staff and other costs would be compensated for. Unfortunately most of the contractors took the client at face value and when the hotel opened months earlier than planned and the contractors went to receive the promised additional funds, only those that had reduced the promises to writing (less than 2% of the contractors) actually got paid for all the additional costs. The large majority of the rest filed for bankruptcy.
Clear, written communication is critical here – ensure that the customer understands why the changes are affecting the price, reduce EVERYTHING TO WRITING and provide an updated timeline or budget if applicable.
Unforeseen (and unforeseeable) Issues or Costs
Sometimes, businesses may encounter unforeseen issues that were not apparent at the time the original quote was provided. These might include discovering hidden problems during a repair job, unexpected complications in a project, or an unforeseen spike in material costs. For example, a plumber might quote a price based on a basic repair but later discover that the pipes are severely corroded, requiring more extensive work and additional parts.
In such cases, it is generally acceptable to charge more than quoted, provided that the unforeseen costs are substantial and directly related to the scope of work. It is important to inform the customer as soon as possible about these issues and provide a revised quote. Transparency is key: clearly explain why the unforeseen costs arose and how they will impact the final price.
To avoid misunderstandings, businesses should include a clause in their contracts or agreements that allows for changes in price due to unforeseen circumstances. This gives both the company and the customer a clear understanding that additional costs may arise under certain conditions.
Errors in the Original Quote
Mistakes happen. A business may inadvertently provide an incorrect quote due to human error, miscommunication, or a miscalculation. For instance, a quote for a car repair might have been based on incorrect labor hours or missing parts. When such errors are identified, it is generally acceptable to inform the customer and request an adjustment to the price.
However, charging more due to an error should be handled with care and professionalism. Many customers will expect the business to honor the original quote if the error was minor or if the work had already commenced based on the original price. Businesses should evaluate the situation carefully and, where possible, honor the quoted price. If the error is substantial, the business should communicate promptly with the customer, explain the mistake, and negotiate a revised price.
Best practice is to ensure all quotes are double-checked (ideally by an independent, other, person in the business) before they are presented to customers, and businesses should also include a disclaimer that quotes are estimates and may be subject to change based on certain factors.
In SignForce’s almost 26 years under the current management there have only been a handful of times when pricing was not honored. The worst was when SignForce quoted to remove four MASSIVE (18 x 6 meter) steel signs from the top of a 36 story building. After numerous site visits with the specialist team and having made a number of assumptions based on the information SignForce had and what we could see, the quote was accepted by SignForce’s client. On day two of the job the rigging team advised that they had miscalculated as they would never have expected that the steel on the side of the building would be what it was, as thick and thus as heavy as it was. It meant that the quoted estimate would be more than doubled as the rope could only take 80kg per lift and the assumed structure meant the team could remove 6 meters at a time while the reality was the steel had to be cut into 80 mm lengths. This took more gas, more time and a huge number of additional lifts. SignForce immediately notified our client. SignForce advised the client of the issue and also of our decision to forego any charges to our client while we still managed the operation. The original expected duration was four weeks. The final duration was more than 12 weeks.
Changes in Material Costs or External Factors
Certain industries, such as signage (especially in South Africa due to imports and currency fluctuations), construction, chemicals and manufacturing may face fluctuations in material costs or other external factors (e.g., fuel prices, regulatory fees, exchange rates and others.) that are outside the company’s control. In such cases, businesses may need to pass on these price increases to customers.
For example, if a building contractor provides a quote for a home renovation project, but during the project, the cost of key materials such as lumber or steel increases significantly, the contractor may need to adjust the final bill accordingly. Similarly, if the project takes longer than expected, it may incur additional costs for labor, especially if there are delays that the customer caused.
It is for this reason that SignForce’s terms and conditions include a clause that allows for price adjustments based on changes in material costs, duration, standing time or other relevant factors. This ensures that the customer is aware of potential price fluctuations and also gives the company legal backing to adjust costs when necessary.
Additional Requests or Add-Ons
Another reason for charging more than quoted is when customers make additional requests or opt for add-ons after the initial quote is provided. In service-based industries, this might involve customers requesting expedited service (see hotel example above), premium options, or special features that were not included in the original quote.
For instance, if a customer has requested a basic graphic design package but later decides to add extra revisions, animations, or custom graphics, it is at the suppliers discretion if they choose to not charge more although it Is perfectly acceptable to charge extra for these additional services. In the signage industry extra services such as upgraded materials, additional signs, changes in size of signs, more complex electronics, raising the height that the sign needs to be installed, optional safety procedures all often lead to increased charges.
These situations are best handled when clear communication about the pricing structure is established upfront. SignForce often offer customers the ability to customize services within a price range, offering tiered pricing for different materials, different manufacturing processes and different levels of service can help prevent confusion or dissatisfaction.
Late Payment Fees or Additional Charges
Some businesses may have terms and conditions in place that allow for the imposition of late payment fees or additional charges if the customer does not adhere to the agreed-upon payment schedule. For example, if a client delays payment for a project or product delivery beyond the agreed terms, it may be reasonable to charge a late fee, provided the terms were clearly stated upfront. This is very common for private construction work where penalties can be charged for every day the main contractor is behind schedule. Unfortunately in the current environment in South Africa with corruption being rife these penalties do not seem to, or are not enforced, when dealing with Government contracts which means that the government contracts seem to run over time and over cost with absolutely no penalty to the contractors – hence no incentive for the contractors to complete the work on time or on budget..
It is always advisable for businesses to be diligent about enforcing payment deadlines and ensuring the customer is aware of the penalties for late payments. These fees should be communicated clearly at the start of the relationship, and a well-defined payment schedule should always be part of the contract.
While charging a customer more than quoted can be acceptable, this is only true under certain conditions. It is vital to ensure that any price changes are clearly communicated to the customer, justified by the circumstances, and documented appropriately. Unforeseen issues, changes in the scope of work, errors in the original quote, price fluctuations in materials, or additional requests are all valid reasons for increasing a quoted price. However, businesses should always prioritize transparency, fairness, and customer satisfaction to maintain trust and ensure long-term business relationships.
When you are in the market for signs and you want a signage supplier that has a record of sticking to it’s quoted price in more than 99.9% of it’s dealings, SignForce is the signage supplier for you.
Contact SignForce now on +27 (0)11 440 7525 or email info@signforce.co.za or WhatsApp +27 (0)82 558 6413
Find out more about SignForce at http://www.signforce.co.za