Quotes

Create and send professional quotes to clients, track their status, and convert accepted quotes into invoices or contracts — all from one place.

Key Features

• Quote List: See all quotes with number, title, account, status, total, item count, valid date, and age at a glance
• Stats Bar: At-a-glance counts for Draft, Sent, and Accepted quotes — plus total accepted value
• Status Tracking: Follow each quote through Draft → Sent → Viewed → Accepted, Declined, Expired, or Revised
• Line Items: Build quotes from custom items, catalog products, or pre-built packages
• Pricing Controls: Per-item discounts, a quote-level discount (fixed or %), and a tax rate — tax applies only to taxable items and adjusts proportionally when a discount is added
• Optional Items: Mark add-ons as optional so clients can choose them at acceptance without inflating the base total
• Payment Rules: Define payment schedules (e.g. 50% at signing, 50% before the event) and set one as your default
• Quote Templates: Save any quote as a reusable template to speed up repeat work
• Client Acceptance Wizard: Clients select optional items, confirm event details, preview the contract, and sign digitally — all in one guided flow
• Auto-Contract Generation: If a contract template is assigned, the signed contract is created automatically on acceptance
• One-Click Conversion: Turn an accepted quote into a contract or invoice directly from the editor
• Post-Acceptance Workflow: Automatically trigger follow-up automations the moment a client accepts
• Duplicate: Copy any quote as a new draft — great for recurring work like ACME Creative Agency's seasonal campaigns
• Filter & Search: Filter by status or search by quote number or title

How to Use

Create a Quote

1. Click New Quote in the top-right corner
2. Enter a Title and select the Account — for example, "Spring Campaign" for ACME Creative Agency
3. Optionally link a Project and Contact — dropdowns auto-populate once you pick an account
4. Set a Valid Until date and choose a Pricing Tier (Retail, Pro, Wholesale, or Custom)
5. Add an intro message, closing message, payment terms, and terms & conditions as needed
6. Use Internal Notes for team context — never visible to the client
7. Click Save Quote

Add Line Items

In the right panel of the quote editor:

1. Click Custom Item for a freeform entry (Service, Product, Labor, or Expense)
2. Click Product to pick from your catalog — pricing and taxable status carry over automatically; products are grouped by type for easy browsing
3. Click Package to add a pre-built bundle — savings vs. individual items are shown in the picker
4. Set quantity, unit price, and an optional per-item discount on each item
5. Check Optional to mark items as client-selectable add-ons

Send a Quote

• Open a draft and click Send to Client, or use the Send action from the list
• An email preview with a personal message field appears before you confirm
• Status changes to Sent; when the client opens their link, it moves to Viewed

Client Acceptance

When a client clicks Accept, they go through a guided wizard:

1. Select which optional items they want included
2. Confirm event details (venue, dates, on-site contacts) if applicable
3. Preview the contract with their information merged in
4. Enter their name, email, and draw their digital signature

If a contract template is assigned, the signed contract is generated automatically on acceptance.

After Acceptance

• Click Convert to Contract or Convert to Invoice in the editor — all line items carry over
• If a post-acceptance workflow is assigned, it triggers automatically

Manage the List

• Filter by Status to find quotes at any stage
• Click Duplicate on any row to copy a quote as a new draft
• Select multiple rows and click Delete Selected to bulk-remove

Tips

• Quote numbers are auto-assigned in the format QTE-YEAR-NNNN
• Valid dates shown in red mean the quote has passed its expiry
• A quote can only be converted once — the system prevents duplicate contracts or invoices from the same quote
• Opening Quotes from a Project or Account page pre-fills those fields automatically
• Use Payment Rules (button at the top of the page) to standardize deposit and installment schedules across your team