When you’re planning an office fit-out, getting quotes can be frustrating and time-consuming. You speak to multiple contractors, send out vague briefs, and receive a wide range of prices with very little consistency. It’s not just inefficient—it often leads to delays, budget issues, and poor decisions.
At Cape Interiors, we work to remove the guesswork by helping you get accurate, competitive fit-out quotes from trusted professionals without wasting time. In this article, we’ll walk you through the steps to streamline your quoting process so you can move forward with clarity and confidence.
1. Define Your Scope Clearly
Before you reach out to anyone, define exactly what you want done. A vague request like “We need to renovate the office” will result in vague quotes. Instead, prepare a simple scope that outlines:
The size of the space (square meters)
The type of work (partitioning, flooring, ceilings, etc.)
Whether you need new furniture or are reusing existing items
If the layout is changing
Any special requirements (data cabling, aircon upgrades, boardrooms, etc.)
The clearer your brief, the more accurate your quotes will be. You don’t need architectural drawings to get started, but you should be able to describe what you’re aiming to achieve.
2. Set a Budget Range
You don’t need to give contractors your exact budget, but having a realistic range will help them quote appropriately. Are you looking for a basic functional fit-out, or a higher-end space with designer finishes?
Giving an idea of your budget range helps avoid quotes that are either too cheap to trust or too expensive to consider. It also filters out contractors who aren’t the right fit for your needs.
3. Know Your Timelines
Share your deadlines upfront. Do you have a lease expiry coming up? Do you need to be in your new space by a certain date? Fit-out projects take time, especially if you need council approvals, custom joinery, or specialized services.
When contractors know your timelines, they can factor in lead times, resource planning, and avoid unrealistic promises. Clear timelines allow for better planning and fewer surprises later.
4. Work With a Project Manager or Coordinator
If you don’t have experience managing fit-out projects, a professional coordinator can save you both time and money. At Cape Interiors, we act as your single point of contact, sourcing multiple quotes from pre-vetted contractors and helping you compare them side by side.
We manage the process—from design brief and site inspections to pricing and timelines—so you can focus on your business.
5. Request Site Visits Before Pricing
It’s impossible to get a reliable quote without a proper site inspection. Encourage each contractor to do a walk-through before quoting. They’ll need to see:
Existing condition of the space
Access points for materials and equipment
Power and data locations
Ceiling heights and structural limitations
A site visit ensures the quote reflects real conditions. Without it, you’ll end up with “provisional” pricing that will likely change during the project.
6. Ask for Detailed, Itemized Quotes
Avoid lump-sum quotes that don’t show you how the price is calculated. Request a breakdown by work item—demolition, electrical, ceilings, flooring, paint, furniture, etc. This allows you to:
Compare apples with apples
Spot gaps or duplicated items
Make informed choices based on priorities
If one quote includes a high-end boardroom fit-out and another includes basic partitions, the total price might be misleading. Itemized quotes give you the visibility you need to make real comparisons.
7. Don’t Rely on One Quote
Always get more than one quote. Prices can vary for many reasons—materials used, labor rates, site access, availability, and even how busy a contractor is at the time. Getting two or three quotes helps you:
Understand market rates
See what’s included or excluded
Negotiate better terms
Cape Interiors gives you access to multiple vetted contractors through one central point. This saves you the trouble of briefing different companies and waiting days or weeks for feedback.
8. Ask About Exclusions and Provisional Costs
Even detailed quotes can include hidden surprises. Look for:
PC (Provisional Cost) allowances for things like tiles or joinery
Excluded items such as furniture, signage, or council approvals
Additional charges for overtime or changes to scope
Clarify everything before you sign. If something is listed as a “client supply item,” you’ll need to plan for those costs and lead times yourself.
9. Request a Timeline With the Quote
A good fit-out quote should include a basic program showing estimated time for each phase:
Site setup
Demolition and prep
Electrical and plumbing
Drywall and ceilings
Finishing and inspections
This helps you plan around your move-in dates, IT installations, and team readiness. Timelines also help you judge the contractor’s professionalism and ability to manage your expectations.
10. Work With a Trusted Partner
The quoting process shouldn’t be a gamble. With the right team behind you, you can move forward faster, avoid guesswork, and stay in control of your budget and timelines.
Cape Interiors has offices in Cape Town and Durban, and we work across South Africa with a network of qualified contractors, designers, and service providers. We coordinate your entire fit-out—from concept to completion—and deliver multiple competitive quotes from professionals you can trust.
Key Takeaways
Here’s a quick checklist to help you get accurate fit-out quotes:
Write a clear brief with specific requirements
Share your budget range and timelines
Arrange site inspections before quoting
Ask for itemized quotes
Review exclusions and PC allowances
Compare quotes side by side
Use a project manager or coordinator to guide the process
If you’re planning a fit-out and want to avoid delays, inflated costs, or scope issues, we’re ready to help.
Get in Touch
Need quotes for your office fit-out project?
Fill out our contact form and we’ll arrange a site visit. We’ll get you competitive quotes from reliable, experienced contractors who are available to start. Whether you’re in Cape Town, Durban, or anywhere in between—we’ve got you covered.
