Why it matters for a shop like yours
Almost every custom job starts the same way: "How much would it cost to make this?" If the only way to ask is to call during the day or send a vague message, people give up, or you spend three back-and-forth messages just finding out the size. A quote form that asks the right questions and takes a photo or file gets you what you need up front, so you can reply with a real price.
A good form doesn't guarantee more jobs. It saves time on both sides and makes your shop easier to deal with. The other half is answering fast, which this page also covers.
What you need
- A form tool that accepts file uploads: your website's form builder, Google Forms (uploads require the person to sign in to Google), Jotform, or a form Annie's builds for you
- Enough storage for uploaded files, and a set place they land (an email inbox or a folder)
- Your quote reply and follow-up templates saved on your phone and computer
- A written deposit policy
- A link to the form on your website, Google Business Profile, Facebook and Instagram bio
Fields to ask for
Keep required fields short. Ask for what you truly need to price the job. Everything else can be optional.
| Field | Required? | Notes |
|---|---|---|
| Name, email, phone | Yes (phone optional) | Ask how they prefer to be contacted |
| What do you want made? | Yes | A few sentences in their own words |
| Upload photo, sketch, logo or file | Optional, strongly encouraged | Allow several files. List accepted types |
| Size | Yes | Width x height (x depth), in inches or mm |
| Material | Yes (with "Not sure") | Dropdown of what you actually work with |
| Quantity | Yes | Pricing often changes a lot between 1, 10 and 100 |
| Finish | Optional | Painted, clear coat, color-fill, raw, anodized, etc. |
| Needed by | Yes | Date picker, plus "Flexible" |
| Pickup, delivery or ship | Yes | Ask for ZIP code if shipping |
| Budget range | Optional | Helps you suggest options |
| Permission to post a photo of the finished job | Optional checkbox | Feeds your weekly posts (C2) |
Extra fields by shop type
| Shop type | Add these fields |
|---|---|
| Wood carving & signs | Indoor or outdoor; wording and font; wood species or "you choose"; mounting (posts, hanging, wall) |
| Laser engraving | Item (tumbler, board, award, badge, their own item); item color or model; engrave text; logo file; one side or wrap |
| 3D printing | What the part does; strength, heat or outdoor use; color; filament preference or "not sure"; does it need to fit another part |
| Machining | Material and grade; tolerances or "see drawing"; finish or coating; quantity and repeat orders; drawing revision; NDA needed yes/no |
File-type basics
| Shop type | Best files | Also workable |
|---|---|---|
| Wood carving & signs | SVG, DXF, AI, PDF with vector art | Clear photo or sketch; you redraw it |
| Laser engraving | SVG, AI, PDF (vector) for logos and cuts | High-resolution PNG or JPG for photo engraving; phone photo of a logo to trace |
| 3D printing | STL, 3MF, STEP | Photo with measurements of a broken part to model |
| Machining | STEP plus a PDF drawing with tolerances | DXF for 2D profiles; IGES; photo and dimensions for simple parts |
A logo pulled from a website or a Facebook profile picture is usually too small and blurry to cut or engrave cleanly. Ask for the original file from whoever designed it.
Step-by-step setup
- List your fields using the tables above. Cut anything you don't really use to price a job.
- Build the form in your tool. Turn on file upload, allow multiple files, and list accepted types under the upload button.
- Write help text under the upload: "A phone photo or sketch is fine to start."
- Set the confirmation message (template below) so people know when to expect a reply.
- Send notifications to the phone you actually check. Test that files arrive and open.
- Put the link everywhere: website menu and homepage button, Google Business Profile, social bios, email signature, and the end of every post caption.
- Submit a test from your phone as if you were a customer. Fix anything confusing.
Replying fast
Set yourself a reply window, such as the same business day or within 24 hours, and keep it. If you can't price it yet, send a quick note saying when you will. A fast "got it" keeps the conversation going while you figure out the price.
Form confirmation message
Thanks, we got your request and files. We reply to quotes within [one business day]. If we need anything else, we'll ask. [Shop name], [phone].
Quote reply
Hi [name],
Thanks for sending this over. Here's your quote:
Item: [description]
Size: [size] Material: [material] Finish: [finish]
Quantity: [qty]
Price: $[amount] [each / total]
[Setup or design fee: $[amount], if any]
[Shipping: $[amount] / Pickup at [place]]
Ready by: [date], counted from when we receive the deposit [and approved proof]
To get started: reply "Yes" and pay the [deposit amount] deposit here: [payment link]. We'll send a proof [for logos and custom text] before we cut.
This quote is good for [30] days. Questions? Just reply or call [phone].
[Your name]
[Shop name]
Follow-up (3 to 5 days later, once)
Hi [name], just checking in on the [item] quote I sent on [day]. Happy to adjust size, material or quantity to fit your budget or date. If the timing isn't right, no problem at all.
When the file is unusable
Hi [name], thanks for the file. It's [too small / blurry / a screenshot / missing dimensions / not a closed shape] to [cut / engrave / print / machine] cleanly. A couple of options:
1. If you have the original from your designer, a [SVG, PDF or AI / STL or STEP / drawing with dimensions] would be perfect.
2. Or we can redraw it for a design fee of $[amount], and send you a proof first.
Which works better for you?
Deposit policy
A deposit protects your material and machine time on work nobody else can buy. Decide your rules once and put them in every quote.
Deposit policy: Custom orders require a [50%] deposit before we order material or start work. The balance is due at [pickup / before shipping]. Deposits are non-refundable once material is purchased or work has begun, because custom items can't be resold. Orders under $[amount] are paid in full up front.
The percentage and threshold are your call. Pick what fits your costs and customers.
Weekly routine
| When | What |
|---|---|
| Daily | Check for new requests. Send a quote or a "got it, quote by [day]" note within your reply window. |
| Weekly, 15 min | Send one follow-up to anyone who hasn't answered a quote. Note which questions people keep skipping or getting wrong, and fix the form. |
| Monthly | Test the form yourself. Make sure uploads still arrive and the link works everywhere. |
Checklist
- Form asks size, material, quantity, finish and due date
- Upload accepts multiple files; accepted types listed
- Shop-type fields added
- Confirmation message states your reply time
- Notifications go to a phone you check; test submission works
- Form linked from website, Google profile, social bios and captions
- Quote, follow-up and bad-file templates saved
- Deposit policy written and in every quote
Common mistakes
- Too many required fields. People quit halfway through.
- No upload, so customers describe a logo in words
- Notifications going to an email nobody reads
- Quoting without a ready date or quote expiration
- Starting work without a deposit on a one-of-a-kind item
- Cutting from a bad file instead of asking for a better one or charging to redraw
- Following up over and over. Once is helpful; after that it feels pushy.
- Machining: accepting drawings with no tolerances or material spec and guessing. Ask, and note assumptions in the quote.
Want Annie's to do this for you? We can build a quote form with file uploads on your website and route every request straight to your phone.