Quote a job and record the answer
Write quotes with priced lines, optional extras and choices, in your own currency and tax, and send a link where the customer picks options, signs to accept or declines, and pays a deposit by card.
On this page
Open Quotes
Open Tools, then Quotes. The list shows every quote with its customer, title, status, valid until date and total.
Filter it with All, Draft, Sent, Accepted, Declined and Expired, or type in Search number or title. Click a quote to open it.
Fill your price book
Click Price book. Under Add item, type a Name, an optional Code and Unit, and the Unit price. Untick Taxable for anything tax does not apply to, then click Add.
Click Edit to change an item, or Switch off to keep it out of quotes without deleting it.
Start a quote
Click New quote. It gets the next number, and its dates, tax and currency start from your settings. Choose the Customer and the Site, and give it a Title.
Check the Tax label and Tax rate (%). They start from the tax settings in Admin, Company. Tick Prices include tax when your unit prices already include it.
Add the lines
Click Add line, or Add from price book and pick an item. For each line, type the Qty, Unit and Unit price, and untick Taxable where tax does not apply. Use the arrows to reorder lines. For a discount, type a negative unit price.
The totals under the lines update as you type. Click Save, and the totals are worked out again from what was saved.
Offer choices and extras
Tick Optional extra for something the customer can add. It stays out of the total until you tick Included.
To offer alternatives, give each of them the same Option group name, such as Hot water system, then pick the one that counts with Chosen. Only one line in a group is ever in the total.
Send the customer a link
Click Save, then Email quote under Customer link. Check the address in To, type a Message or leave it empty to use your usual one, and click Send. The customer gets a button to open the quote, with the PDF attached, and their reply comes to you. A draft quote is marked Sent.
To send the link another way, such as a text message, click Share link, which copies it. Copy link copies it again. The box shows Not opened yet until the customer opens it, and lists every email sent about the quote.
The customer needs no account. They pick one option from each choice, tick the extras they want, type their Full name and Email, click Sign here to sign, tick the box and click Accept quote. Or they click Decline instead and can say why.
When they answer, the quote changes to Accepted or Declined, and Customer link shows who answered, when, their signature and any reason. A customer who accepts is emailed a copy with the PDF.
Follow up automatically
An admin clicks Quote settings on the Quotes list. Type a number in Follow up after (days) to email the customer once when they have not answered that many days after the quote was emailed. Type a number in Remind before expiry (days) to email them once when the quote is that close to its valid until date. Leave a box empty to send none, then click Save settings.
Email message is what a quote email says when whoever sends it leaves the message empty.
Take a deposit
Type a Deposit (%) on the quote before you share it. Once the customer accepts, their page shows a button to pay the deposit by card, and the money goes to your own Stripe account. Customer link then shows whether the deposit is paid.
Card payments have to be set up first: click Admin, then Billing, and click Set up card payments under Getting paid. Without it, the customer is told you will be in touch about the deposit.
Record an answer yourself
For a customer who answers by phone or email, click Download PDF to send the quote as a file, then Mark as sent. When they answer, click Mark as accepted or Mark as declined. Back to draft undoes a status set by mistake, until the quote is accepted.
Create the job
Once a quote is Accepted, click Create job. A job is added to your jobs table with the customer, the site, the quote number and title, who it is assigned to and its starting status, and each line in the quote's total becomes a line on the job with its description, quantity and unit price. The job's totals work themselves out as they do when you add a job by hand.
Click Open job to go to it. On the phone app, Create job is on an accepted quote too, and the job opens on the web.
Create the invoice
Once a quote is Accepted, click Create invoice. A draft invoice opens with the quote's customer, site, title, currency and tax, and each line in the quote's total. A deposit the customer paid on the quote is already recorded on it as paid.
Click Open invoice on the quote to go back to it.
Set the defaults
An admin clicks Quote settings on the Quotes list. Set the Number prefix and Digits, how many days a quote stays valid in Valid for (days), a Default deposit (%), and the Default intro and Default terms, then click Save settings.
Under Jobs, choose the Jobs table that Create job adds to, which of its fields get the customer, site, quote number and title, assignee and status, and the Lines table the quote's lines go into. Anything already filled in was found from your tables, and is kept as your choice once you change it and save.