Quotes

Open Billings > Quotes. A client's quotes are also on the Quotes tab of their profile.

Create a quote

1. Click Create Quote, pick the client and give the quote a subject.
2. Set Valid Until. After that date the client can no longer accept it.
3. Add lines: Add a line for a free-text item (for example Web Development), or Add a predefined product to start from a product's real price for a billing cycle. A product line creates an order and a service when the quote is accepted. You can change the description, price, quantity and discount of any line.
4. Write the Proposal Text (shown at the top), Customer Notes (shown at the bottom) and your own Admin Only Notes.
5. Save Changes, then Email to Client. The client gets the Quote Sent email with the quote as a PDF, and the quote becomes Sent.

Let the client change the quote (live options)

Tick Live options to let the client change the quote on its page, with the total updating as they do. It is optional: leave it off and they see the quote exactly as you built it.

Each line has a Show as setting:

You decide which packages the client can choose by which lines you add to the group. Prices are always worked out on the server from your quote, never from the browser.

Add package choices quickly

Below the lines, the package choices box builds a group for you:

1. Type a group name, for example Hosting plan.
2. Click Add a package for a blank package line, or pick a product and billing cycle in Add a predefined product and click Add the selected product as a package. The price comes from the product.
3. Change the description, price, quantity or discount of any package in its line. The first package of a group is shown selected; tick Shown selected first on another to change that.

A group can have as many packages as you like, and a quote can have several groups, such as Hosting plan and Support.

Quote stages

A quote is Draft (only staff see it), Sent, On Hold, Accepted, Declined or Expired. You set Draft, Sent, On Hold, Declined and Expired from the Status list; the client sets Accepted and Declined, and a sent quote past its Valid Until date shows as Expired by itself. A client cannot accept or decline a quote that is On Hold: use it to pause a proposal while you talk. Send the quote again to open it for an answer.

Accept, decline and expire

• Accept Quote locks the client's choices, creates an unpaid invoice from the chosen lines (tax is added the same way as on any invoice), and takes the client to it. Product lines also create an order with a pending service, linked to the invoice line, so paying the invoice sets the service up like any other order. You are emailed when a quote is accepted.
• Decline takes an optional reason and emails it to you.
• A sent quote past its Valid Until date shows as Expired and cannot be accepted.
• An accepted quote cannot be edited. Convert to Invoice does the same as the client's Accept, with the default choices, if you want to convert it yourself.

Share a quote by link

A sent quote has a private link that opens with no login. Click Copy Public Link and paste it into WhatsApp or an email; the client chooses a package and accepts or declines from their phone. The link stops working once the quote is accepted, declined or expired. See Share an invoice or quote by link.

Other buttons

Duplicate makes a new draft copy. View PDF and Download PDF give the quote as a PDF in the client's language. The quote PDF follows your invoice design if you use the Document Designer plugin. Delete removes it (an invoice already made from it stays).

Emails

The Quote Sent, Quote Accepted (to admin) and Quote Declined (to admin) templates are in Settings > Email Templates with the Invoice emails. The admin emails go to the Admin Email in General Settings.