The most useful starting point for a document scanning quote is a clear description of the work. A box of loose, single-sided sheets is a different project from the same quantity of mixed documents in folders, with handwritten notes and a separate file needed for each customer.

Document Scanning Company provides document scanning in Greater London and surrounding areas. This guide explains how to describe your project so the quotation covers the output you actually need.

What affects the cost of document scanning?

The amount of paper matters, but it is only part of the job. Preparation, paper size, condition, colour, file organisation and the required output all affect the scope. A useful quote should make clear what is included and what needs to be agreed separately.

  • Volume: give an estimated sheet count, number of folders or number of boxes. Say whether sheets have information on both sides.
  • Preparation: describe staples, clips, bindings, folded pages and mixed sizes. Mention fragile or damaged originals before moving them.
  • Output: say whether you need PDF, JPEG or an editable document, and whether text search is important.
  • Organisation: explain whether you want one file per folder, document, person or project.
  • Timing: provide the date you need the files and identify any items that are needed first.

Count sheets and scanned sides separately

A sheet is one physical piece of paper. It may contain one or two sides that need scanning. For example, 300 sheets printed on both sides can contain 600 page images. You do not need to count every sheet before making an enquiry, but explaining how you estimated the quantity helps prevent misunderstandings.

If you only know the number of boxes, describe their approximate size and how full they are. Folders, plastic sleeves and different paper thicknesses change how much fits into a box. A box count alone should therefore be treated as an estimate.

Decide how you will find the files afterwards

Before asking for a price, picture the person who will use the finished files. A single PDF may suit a short report. An archive containing many separate customer files may need a naming convention and individual PDFs. Provide a few fictional examples, such as Project-042-Drawings or Invoice-2026-001, to explain the structure without sending confidential records unnecessarily.

If you need searchable text or Word output, include that requirement explicitly. Text recognition can need checking, particularly for handwriting, faded print and complex tables. Agree the expected result and any checking work as part of the quotation.

Large drawings need a separate description

For plans, artwork and oversized sheets, give the dimensions or paper size and explain whether the originals are flat, rolled, folded or mounted. Our large-format scanning service covers a different type of work from ordinary office documents. Combining everything under a single page count can hide important handling requirements.

A simple quote-request checklist

Include your approximate quantity, paper sizes, whether pages are double-sided, original condition, required file format, naming requirements, postcode and preferred completion date. Also explain whether you need the originals returned and ask how the handover will be arranged. Confirm availability and the final scope before making travel or deadline commitments.

Request a scanning quote with these details, or read our scanning questions and answers before you start.