A quote is a formal estimate of the cost for work you’re proposing to do for a client. Unlike an invoice, it’s sent before work begins. This guide walks you through creating a quote.
When to Use a Quote
- Proposing a project or service before the client commits
- Providing a price estimate for potential clients
- When the scope of work is uncertain
- For approval before work begins
Key Differences Between Quotes and Invoices
| Quote | Invoice |
|---|---|
| Sent before work is done | Sent after work is completed |
| Has a “Valid Until” date | Has a “Due Date” for payment |
| Can be converted to invoice | Is a request for payment |
| Statuses: Draft, Sent, Void | Statuses: Draft, Sent, Outstanding, Paid, etc. |
Step-by-Step Instructions
Step 1: Start a New Quote
- Click “New Quote” from the main menu
- The quote form will open
Step 2: Select a Client
- Use the “Client” dropdown to select who this quote is for
- If the client isn’t in the list, click “Add Client” to create them quickly
- Selecting a client enables all other fields
Step 3: Fill in Quote Details
These fields provide context for your quote:
- Quote Number: A unique identifier (auto-generated, but changeable)
- Status: Set to “Draft” for new quotes
- Title: Description of what you’re quoting (e.g., “Website Redesign”)
- Issue Date: Today’s date (when you’re creating the quote)
- Valid Until: When the quote expires (e.g., 30 days from issue date)
- Reference: Any reference code for your records
Step 4: Add Line Items
List each product or service you’re quoting:
- Item: The name of the product/service
- Qty: How many units or hours
- Unit Price: Price per unit
- The system calculates the line totals automatically
To add items:
- Click “Add Line” for each additional item
- Use “Add Standard” to insert pre-saved items (if available)
- Click the trash icon to remove an item
Step 5: Add Optional Notes and Terms
- Notes: Special instructions or details about the quote
- Terms: Conditions for the quote (e.g., “Valid for 30 days”)
Step 6: Save Your Quote
- Click “Save Quote” at the bottom
- You’ll see a confirmation and return to the quotes list
- Your quote is now saved and ready to send
After Creating a Quote
Once saved, you can:
- Send it: Email to the client for review and approval
- Download PDF: Save or print a copy
- Edit it: Make changes before sending
- Convert to Invoice: Once the client approves, converts to an invoice to request payment
What Happens When a Client Approves?
- Once the client approves, the quote is automatically converted to an invoice
- The system assigns a new invoice number and sets it to draft status
- All line items, amounts, and client information carry over
- You can then customize the due date and send as an invoice
