Member Avatar for yozline

Hi People, am doing freelancing as an IT and computer expert..i have been requested by a client to give a quotation for a servicing contract for
2 printers(Hp laserjet p2055 & HP 1200)
6 pc(dell)
2 laptops(Dell and hp)
1 fax machine (panasonic)
1 photocopier machine(kyocera mita 1620)

Am stuck and confused on how to give the price for servicing annually..how do i start,do i have to create a contract then post pricing per hour or monthly??
Please help fellow members

Thank YOu

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Given ’s note that the client is local and ’s reminder about travel/lease issues, the clearest way to produce an annual servicing quotation is to (a) define scope precisely, and (b) price from components rather than guessing a single number. Three common commercial models to present are: per-incident hourly, a fixed monthly/per-device retainer, and a tiered SLA that bundles a set number of onsite hours plus faster response times.

  • Conduct a one-time onsite audit (inventory, serials, meter counts, OS/drivers, baseline condition) and charge a short onboarding fee.
  • Estimate workload: planned preventive visits (quarterly/biannual), expected break/fix calls per year, average handling and travel time.
  • Set rate components: hourly labor (include overhead), travel (flat or per-mile), parts pricing policy (markup or pass-through), and consumables policy (included/excluded or meter-billed).
  • Build packages: Basic = remote support + quarterly checks; Standard = Basic + N onsite hours + next-business-day response; Premium = faster SLA and reserved parts stock. For copiers/printers consider meter-based consumables or CPM for heavy copy volume.
  • Present both annual and equivalent monthly pricing, list exclusions (user damage, consumables, third-party software/licenses), and include a 90-day review clause to re-calibrate.

Include contract items: SLA response times, escalation path, liability limits, warranty on work, invoicing terms, and termination/renewal language. Track actual time/calls for the first 3 months to validate assumptions and adjust pricing on renewal. Clear deliverables and a short baseline report after onboarding make the quote easier to sell and later defend.

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Member Avatar for stultuske

well you'll have to take into account all possible costs:

if those pc's fail, do you have to go there for support? if that client is two doors down the road, no problem, but if that client is half way 'cross the country, that might cost you a bit.

are you talking about just deliver-and-ignore? are they expecting you for updates, are they just 'leasing' the equipment, will you get it back and be able to lease it to another client before it's completely written off....

Member Avatar for yozline

Yeah if they fail i have to go there..the client is located on the same town i operate..i have not leased the equipment's or machines i just do the servicing and maintenance ..

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