Quotes & Estimates

Overview

Quotes let you provide customers with a formal estimate of costs before work begins. You can prepare a quote, send it for approval, and then convert it into an invoice with a single click once the customer accepts.

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.

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. Tax is applied based on your account settings, just as it is for invoices.

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 sent. You can still make changes.
• Sent — the quote has been sent to the customer and you are awaiting their response.
• Accepted — the customer has accepted the quote and you can proceed with the work.
• Rejected — the customer has declined the quote.
• Cancelled — you have withdrawn the quote.

Sending a Quote

When your quote is ready to share with the customer:

1. Open the quote and click Send.
2. The quote will be emailed to the customer at their registered email address, with a PDF attachment containing the full details.
3. The quote status will change to Sent.

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

Once a customer accepts your quote, you can convert it to an invoice with one click:

1. Open the accepted 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.
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. You can print the PDF or save it for your records.