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Creating & Sending Quotes

Send estimates before converting to invoices

What Are Quotes?
Quotes (also called estimates) are preliminary pricing proposals

Use quotes to:

  • Provide pricing before starting work
  • Get client approval on scope and cost
  • Convert approved quotes to invoices
  • Track potential projects
Creating a Quote
  1. Navigate to Quotes

    Click Quotes in the sidebar

  2. Click "New Quote"

    Start creating a new quote

  3. Add Quote Details
    • Quote Number: Auto-generated (e.g., QT-1001)
    • Quote Date: Today's date by default
    • Valid Until: Expiration date for the quote
  4. Add Your Business Information

    Company name, contact details, and branding

  5. Add Client Information

    Select from saved clients or enter new details

  6. Add Line Items
    • Service or product description
    • Quantity
    • Unit price
    • Toggle GST if applicable
  7. Add Notes & Terms

    Payment terms, project scope, or special conditions

  8. Create Quote

    Save and download as PDF

Quote vs Invoice
Understanding the difference

📋 Quote

  • • Proposal/Estimate
  • • Before work starts
  • • Has expiration date
  • • Client can accept/reject
  • • Not legally binding

📄 Invoice

  • • Request for payment
  • • After work completed
  • • Has due date
  • • Must be paid
  • • Legally binding
Sending Quotes to Clients
  1. Create and save your quote
  2. Download the quote as a PDF
  3. Email the PDF to your client
  4. Wait for client approval
  5. Convert to invoice once approved (see "Convert Quotes to Invoices" guide)
Quote Numbering

Like invoices, quotes auto-increment (QT-1001, QT-1002, etc.). You can customize:

  • Quote Prefix: Change "QT-" to anything
  • Starting Number: Set the next quote number
Best Practices

✓ Set Realistic Valid Until Dates

Common practice is 30 days from quote date

✓ Be Detailed in Descriptions

Clear line items prevent misunderstandings

✓ Include All Costs

Materials, labor, taxes - everything should be listed

Quick Actions