Managing Quotes

Quotes allow you to present pricing to potential clients before creating an invoice. This guide covers creating, sending, and managing quotes.

Overview

The Quotes feature provides:

• Professional quote generation
• PDF export and email delivery
• Quote acceptance workflow
• Conversion to invoices
• Public quote links for client viewing
• Expiry date management

Creating a Quote

Basic Quote Creation

1. Navigate to Quotes in the sidebar
2. Click Create Quote
3. Fill in the quote details:
   • Client (required): Select from your client list
   • Quote Number (auto-generated or custom)
   • Issue Date (defaults to today)
   • Expiry Date (required - when quote expires)
   • Status (defaults to Draft)
4. Add line items (same as invoices):
   • Description, Quantity, Rate
   • Line totals calculated automatically
5. Configure totals:
   • Subtotal, Tax Rate, Tax Amount, Total
6. Add optional fields:
   • Notes: Visible to client
   • Terms: Conditions and terms
7. Click Save

Quote Numbering

Quote numbers are auto-generated:

• Format: QT-00001, QT-00002, etc.
• Sequential and unique per tenant
• Can be customized if needed

Quote Statuses

Draft

• Quote is being prepared
• Not sent to client
• Fully editable

Sent

• Quote has been sent to client
• Awaiting client response
• Can still be edited if needed

Accepted

• Client has accepted the quote
• Can be converted to invoice
• Locked from further editing

Rejected

• Client has declined the quote
• Can be archived or revised
• Notes can be added about rejection reason

Expired

• Expiry date has passed
• Can be renewed or converted to invoice
• Status updates automatically

Sending Quotes

Email Delivery

1. Open the quote
2. Click Send Quote
3. Enter recipient email
4. Customize subject and message
5. PDF is automatically attached
6. Click Send

Status automatically changes to "Sent".

Public Quote Links

Generate a shareable link for clients:

1. Open the quote
2. Click Generate Public Link
3. Copy the link
4. Share with client (email, messaging, etc.)

Clients can:

• View the quote without logging in
• Accept or reject the quote
• Download PDF
• View all details

Security: Public links use secure tokens and expire with the quote.

Quote Acceptance Workflow

Client Acceptance

When a client accepts a quote:

1. Client clicks "Accept" on public quote page
2. Optionally provides e-signature
3. Quote status changes to "Accepted"
4. You receive a notification

Converting to Invoice

Once accepted (or manually):

1. Open the accepted quote
2. Click Convert to Invoice
3. Review invoice details (pre-filled from quote)
4. Adjust if needed
5. Click Create Invoice

The new invoice:

• Inherits all line items from quote
• Maintains client and pricing
• Gets a new invoice number
• Starts as "Draft" status

PDF Generation

1. Open any quote
2. Click Download PDF
3. PDF includes:
   • Professional formatting
   • Company and client information
   • Line items table
   • Totals and tax
   • Expiry date prominently displayed
   • Notes and terms

Managing Quotes

Editing Quotes

• Draft quotes: Fully editable
• Sent quotes: Can be edited (client will see updated version)
• Accepted quotes: Cannot be edited (create new version if needed)
• Rejected quotes: Can be revised and resent

Duplicating Quotes

1. Open a quote
2. Click Duplicate
3. New quote created with same details
4. Edit as needed
5. Save

Useful for:

• Creating variations
• Reusing templates
• Revising rejected quotes

Archiving Quotes

• Old or rejected quotes can be archived
• Archived quotes remain accessible but hidden from main list
• Can be unarchived if needed

Quote Expiry

Setting Expiry Dates

• Always set an expiry date when creating quotes
• Quotes automatically move to "Expired" status after expiry
• Expired quotes can still be converted to invoices

Renewing Quotes

1. Open an expired quote
2. Click Renew Quote
3. Update expiry date
4. Optionally adjust pricing
5. Save and resend

Best Practices

• Set realistic expiry dates: Give clients enough time to decide
• Clear pricing: Use detailed line item descriptions
• Professional presentation: Ensure quotes look professional
• Follow up: Check on sent quotes before they expire
• Track acceptance rates: Monitor which quotes are accepted
• Use templates: Create standard quote templates for common services

Quote Analytics

View quote metrics in Reports:

• Quotes by status
• Acceptance rates
• Average quote value
• Conversion to invoices

Integration with Invoices

Quotes seamlessly integrate with invoices:

• One-click conversion
• All data preserved
• Maintains client relationship
• Tracks quote-to-invoice conversion

Next Steps

• Convert quotes to invoices when accepted
• Manage clients who receive quotes
• Track revenue from quote conversions
• Set up email templates for quote delivery