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Create a quote or estimate from scratch

  • Updated

Quotes can be created from scratch from the Dashboard or in the Quote manager or Client manager.

You can also create a quote or estimate from within the Lead manager and Job manager.

  1. Open the New Quote screen:
    • From the Dashboard
      1. On the Dashboard, select + Quick Add > + Create new quote.
    • Using the Quote manager
      1. In the Business menu, select Quotes > + Create New Quote.
    • Using the Client manager
      1. In the main menu, select Clients.
      2. In the Client manager screen, drill down on the name of the client you wish to create a quote for.
      3. On the client detail screen, select Quotes tab > + Create New Quote.
  2. On the New Quote screen, fill in the details about who and what the quote or estimate is for. For more information about each field, see the Data fields reference section below.
  3. Next to save your changes. The quote/estimate detail screen is displayed.
  4. On the detail screen, select the pricing mode you require.
  5. Add tasks and costs, as required.

    You can add optional tasks and costs to the quote or estimate by following the add instructions below, and toggling the Optional switch to ON toggle-on-green.png in those tasks or costs you wish to make optional.

  6. Review, and if required, update the information shown, then Save your changes.
  7. Select one of the final options.
    • Final options
      Field Description
      Issue

      Changes quote status to Issued, saves current quote information and displays the main Quote Manager screen.
      Issue & Accept

      Changes quote status to Accepted, saves current quote information and displays the main Quote Manager screen.
      Save draft Saves current quote information and displays the main Quote Manager screen.
      Print PDF Saves current quote information and displays the Print Quote screen.
      Email To send the quotes or estimates via email.
      Cancel quote Deletes the current draft quote or estimate.

    Once a quote or estimate has been issued, the financial details it contains cannot be changed.

Data fields reference

New Quote or Estimate screen

Field Description
Client

The name of the client that the quote or estimate is for. If necessary, select the client name from the drop-down list.
Contact

Name of the contact person at the selected client. Select a contact person, as required.
Quote/Estimate

Select Quote or Estimate, as required. Clients may expect a quote to be more formal (and accurate) than an estimate.
Template

Select a job template from the drop-down list, if you wish to use one to provide a number of standard tasks and costs.
Quote Name

The name you will use to identify this quote or estimate, and if it is accepted, job.
Sales Person

A member of your staff who is responsible for managing the quote or estimate and dealing with the client (or potential client).
Description

Job description. This will flow through to the job if the quote or estimate is accepted.
Budget

You can use this field to note the budget figure that you discussed with the client.
Valid From

The date validity of the quote/estimate will start. Select a date from the pop-up calendar, as required.

Valid To

The date that the quote or estimate is valid to. Select a date from the pop-up calendar, as required.

Quotes and estimates are normally valid for 28 days, but you can change this in Organisation Settings > Quote/Estimate section > Valid For (Days).
Optional Items Explanation

Details of any options that the client may need to consider when accepting the quote or estimate.
Pricing Mode

This field is visible on the quote or estimate detail screen, displayed after you click Next in Step 3 above.

The Pricing Mode specifies how prices are determined on this quote or estimate. The option you select here will become the default Pricing Mode when invoicing the client.

For both pricing modes, prices are calculated from the estimated time and applicable billable rates (for tasks), and the quantity and unit price (for costs).

  • Select Calculated Price if you want to use the calculated prices shown.
  • Select Fixed Price if you want to change the calculated price for one or more billable items. This option allows you to adjust prices to exactly the values you want to use.

For further details, see Fixed price quoting and billing.
Include all optional items...

When adding tasks or costs to a quote, you can specify if each task or cost is optional or not.

If the Include all optional items in calculations switch is:

  • Toggled ON toggle-on-green.png. Optional items are included in cost and price calculations. This setting is not saved and is intended to be used as a way to view the total value of the quote, when optional items are included.
  • Toggled OFF toggle-off.png. Optional items are ignored in cost and price calculations. This is the default setting.

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