Un-ideally, and usually, the meeting takes place after you have submitted the quotation. In other words, your prospect has shuffled a bunch of quotes together and for reasons unknown, you have ended up on his little pile.
Why You Are There
The reasons could be a low price (Ugh!) or, you hope, the professional service you offer. Or anything else. But, you need to go into this meeting with a good mental picture of what you quoted for and the amount you quoted. Take any emails because for sure, he will have them. Look through the correspondence in relation to the quote. Have I missed something?
In most cases it’s the price that got you there and not your fancy quote form so expect some horsetrading.
At the meeting, additional functionality/pages will be brought up either by your prospect (to squeeze the quote) or yourself (to increase the quote).
The Curve Ball
He has had the chance to look at several quotes and thought to himself – “Hmm, didn’t think of that!”, “Ooh, I want LOTS of those!’ or “That would be nice”.
He will try and get you to commit your price to this additional functionality, which may be significant – (“Oh, we thought we’d have a database driving those extra 20 pages”).
Resist, although things may may otherwise going swimmingly. There are probably a bunch of people round the table BTW so there may be a little pressure. He may ask you there and then – “Well, how much extra do you think this will cost?”.
Resist – although there may be some pressure. Tell your prospect that you need to evaluate the new spec. and you’ll submit a new quote tomorrow.
Tell him that your quotations are prepared very thoroughly. Get your breath back when you get to the office – and don’t leave it too long before reissuing the quote. I have done this and even got mixed up with what client wants what.
When You Get Back
No matter how much you impress him with the approximate-ness of the figure, this figure gets itself set in concrete between the meeting and your quote submission. What you’re going to do is have a relook at the quote, add stuff from the meeting and have a REAL thorough inspection of the existing website in case that content is going to be reused.
The devil is in the detail. Too true. I have found some horrific stuff in the basement over the years. Some little, weeny text link leads to a whole new 30 page website.
Once you have done this, put the quote together making sure that the new stuff from the meeting is itemized in there together with the unpleasant discoveries from the resent website.
If there was stuff discussed that was optional, include them and quote for them separately so your prospect has a choice.
In your quotation make sure you specify exactly what you are going to do for what fee and that extra pages/functionality will be quoted separately.
Don’t submit the new quote ‘tomorrow’ – leave it a day or two. Chances are, he will be seeing other webbies so get your quote in after theirs JUST after, before he chooses. Otherwise he may use your quote to get a lower quote at a subsequent meeting.
What to take to the meeting.