Write and send a quote

Start the quote

1. Click Quotes in the menu, then New Quote. Or click the + button and pick New Quote.
2. Pick the Customer. It's the only thing you have to fill in.
3. Check the Service address. Leave it empty to use the customer's default address.
4. Add a Title and a Description / Scope of the work, if you like.
5. Check Valid Until, and pick who the quote is Assigned To.
6. Click Create Quote.

• The new quote opens and says Quote created. Add line items, then send it.
• Working from a customer? Open them, go to the Quotes tab and click Add. The customer is already picked.
• Need to see the job before you price it? On the quote, click More > Site Visit to book a visit that stays linked to the quote.

Add the lines

Each line is a part or a piece of work. Pick it from your price list, or type it in.

1. On the Line Items tab, click Add Line.
2. To use your price list, click the Item (optional catalog lookup) box, type part of the item's description and pick it. Its description, price and tax setting fill in.
3. For something that isn't on your list, skip the lookup and type a Description.
4. Set the Quantity and Unit Price. Add a Discount % if this line is discounted.
5. Tick Taxable if you charge tax on this line, then click Add.

• Pick the item before you type anything: it only fills in a description or price that's still empty.
• A line's Notes print under it on the PDF.
• To change a line, double-click it. To remove one, select it and click Delete.
• The Subtotal and Total under the lines update as you go.

Set tax, a discount and dates

A new quote starts with your company's tax rate, and a Valid Until date from your defaults. Change them for one quote here.

1. Click Edit at the top of the quote.
2. Change Tax Rate (%) if this job's rate is different. Tax is charged only on lines marked Taxable.
3. To take a set amount off the whole quote, enter a Discount Amount ($).
4. Change Valid Until if the customer needs longer to decide.
5. Add Customer Notes for the customer, or Internal Notes for your team, then click Save.

• Customer Notes print on the PDF. Internal Notes don't.
• An owner sets the defaults in Settings > Quotes & Invoices: Default tax rate (%) and Quotes valid for (days), then Save defaults.
• The bar near the top of the quote shows how long it has left. A sent quote past its Valid Until date reads Expired.

Send it

1. While the quote is a draft, the main button at the top is Send. Click it.
2. Check the email address in the message, then click Send.
3. You'll see Quote emailed to and the address. The quote is now Sent.

• The customer gets an email with the quote attached as a PDF.
• Their reply goes to your company's Replies go to address, which an owner sets in Settings > Customer messages. Without one, replies go to a no-reply address.
• No email on file? You'll see No email address. Add one to the customer, then send again.
• To send it again, click More > Email. To email several quotes, select them in the Quotes list and click Email.

Download or print the PDF

1. Open the quote.
2. Click More, then Download PDF to save a copy.
3. To print it, click More, then Print.

• It's the same PDF the customer gets by email.
• From the Quotes list, click a quote, then Download PDF in the panel on the side.

When the customer says yes

The main button at the top always shows the quote's next step. Everything else is under More.

1. Open the quote and click Mark Accepted. On a draft, it's under More.
2. If no job is booked from the quote yet, the main button now reads Schedule Work. Click it to book the job. The customer and address come from the quote.
3. Choose when and who, then click Schedule.
4. The main button now reads Create Invoice. When you're ready to bill, click it, then click Convert.
5. The new draft invoice opens, with the customer and lines copied from the quote.

• Billing before the work is booked? Click More > Create Invoice.
• Once the quote has an invoice, the main button reads Open Invoice.
• If you can't schedule work, the main button goes from Mark Accepted straight to Create Invoice.
• Customer said no? Click More > Mark Declined. A declined or expired quote offers Duplicate, which makes a fresh draft copy.