How to build and send a quote to a client

You build the quote from your own fee list, check the total, and send it. Your client gets an email with a PDF copy and a link to accept the quote online.

Who can do this: a Director, a Supreme Technician or an Ops Admin. A team member who has been given the "New quote" section can build a quote, but only the office can email it.

Before you start

• Your fee list. Services you add in Settings › Catalogue appear on the quote as one-click buttons.
• VAT. If your firm is VAT-registered, set that up in Settings › Company first, so the quote shows the VAT and the total including VAT.

Steps

1. Press + New quote at the top of the screen.
2. Choose the client. Pick Existing to find them in your client book, or New client to add their name, email address and phone number. A quote always names its client, because a client can't be added to a project afterwards. A new client needs only a name; the email address can follow.
3. Type the Property address.
4. Add the work. Press one of your service buttons (for example + Measured building survey) to add it as a line, or + Add line item to type your own. The first line of a description is the item's title; any lines under it print underneath. Set the Qty and the Unit £, before VAT.
5. If you need them, add a Discount (£) with a reason, a Greeting for the top of the quote, and CC contacts who should get a copy. Add extras ▾ holds a billing address, optional add-ons your client can tick, several properties for one client, and notes that stay inside your office.
6. Check the Quotation preview on the right. It shows the subtotal, any discount, the VAT and the total. (The VAT lines appear only if your firm is VAT-registered.)
7. Press Send Quote to Client. The quote is created and emailed in one step.

What your client gets

• An email headed Quotation, with the property address and your reference. Its first line names the quote and its total, so your client sees the price straight away. It has a View your quotation button and a PDF copy of the quote attached, and it ends with the date and time it was sent. Anyone you added as CC gets a copy.
• The button opens the quote in their browser, where they can read it and accept it. Nothing to print or sign.

Good to know

• There's no draft. The project is created at Quoted when you press the button, so check the preview first.
• No email address yet? The button reads Create Quote instead: the quote is created but not sent. Add the client's email (the form offers a box for it, or use Edit recipients on the project page), then send it from the project page with Email quote to client.
• Sending again: on the project page, use Resend…. The link stays the same for the project, and each send keeps it working for another 12 months.
• If the email doesn't go: the form tells you the quote was created but the email wasn't sent, and offers Retry send.
• The date on the quote: it shows a "Valid Until" date 30 days after the quote was created, or its latest revision. It's there for your client to read; it doesn't stop them accepting later.
• Need to change it after sending? You can, while the quote is still open. See "Change a quote you've sent".

Next: "How your client accepts a quote".