Quotes & Estimates

Overview

Quotes let you provide customers with a formal estimate of costs before work begins. You can prepare a quote, mark it as sent, share it with the customer, and then convert it into an invoice with a single click whenever you're ready.

Creating a Quote

To create a new quote, click Quotes in the sidebar and then click New Quote. Fill in the following details:

• Customer — select the customer the quote is for.
• Line items — add one or more items describing the work or materials, with quantities and unit prices.
• Valid until — set an expiry date so the customer knows how long the quote remains open.
• Notes — optional free-text notes to include on the quote.
• Job — optionally link the quote to an existing job. The link is carried through to the invoice if you later convert the quote.

Click Save to create the quote as a draft.

Adding Line Items

Each quote contains one or more line items. For each item, enter:

• Description — a clear description of the work or product, e.g. "Supply and install kitchen splashback" or "Electrical inspection".
• Quantity — the number of units.
• Unit price — the price per unit.

Line totals and the overall quote total are calculated automatically. VAT is only applied if a VAT number is set on your account; if no VAT number is configured, no VAT line appears on the quote.

Setting a Valid-Until Date

The valid until date tells the customer how long the quoted price is guaranteed. After this date, you may need to re-quote if costs have changed. Choose a date that gives the customer reasonable time to decide — 14 or 30 days is common.

Quote Statuses

Quotes move through the following statuses:

• Draft — the quote has been created but not yet marked as sent. You can still make changes.
• Sent — the quote has been marked as sent and is awaiting the customer's response.

Sending a Quote

There are two separate actions for sharing a quote with the customer:

1. Click Send to mark the quote as sent. This updates the status to Sent and records the issue date, but does not email anything to the customer.
2. Click Email to Customer to actually email the quote to the customer's registered email address, with a PDF attachment containing the full details.

The PDF includes your business logo, contact details, the customer's information, all line items, tax (if applicable), and the total.

Converting a Quote to an Invoice

From the quote detail page, click Convert to Invoice at any time to create an invoice with the same line items. Requires the invoicing.create permission.

1. Open the quote.
2. Click Convert to Invoice.
3. A new invoice is created automatically, copying across all line items, the customer, and the applicable tax rate. If the quote is linked to a job, that link is carried through to the new invoice.
4. Review the invoice, make any adjustments if needed, and send it to the customer.

Printing and PDF Download

You can download any quote as a PDF at any time by opening it and clicking Download PDF. The PDF is formatted professionally with your branding and all quote details. A separate Print view is also available for a printer-friendly layout that you can send straight to your printer or save for your records.