How to Create and Manage Quotes
How to Create and Manage Quotes Step-by-step guide to create professional quotes, manage line items, track status, and convert quotes to invoices What This Feature Does The quoting system helps you create professional, detailed quotes for construction projects with accurate pricing, margins, and tax calculations. You can create quotes from scratch, use templates, add work assemblies, and convert approved quotes directly to invoices.
Initial Setup First-Time Configuration Navigate to "Quotes" by clicking "Quotes" in the left sidebar You'll see the quotes dashboard with tabs for Quotes, Templates, and Work Assemblies Click the "Create Quote" button in the top right corner to get started Before you begin creating quotes, make sure you have:
Client information set up in your projects Projects configured (optional, but recommended) Cost codes created if you want to reference them in line items Schedule of Rates uploaded if you plan to use SoR items Tax jurisdiction settings configured Quote Numbering Setup Navigate to "Quotes" in the left sidebar Click the "Settings" tab Under "Quote Sequence":Number Prefix : Enter your company prefix (e.g., "QUO-")Starting Number : Set your first quote number (e.g., "0001") Click "Save Settings" All new quotes will automatically use this numbering system Note : Once quotes have been generated, the prefix and starting number cannot be changed to maintain sequence integrity.
Day-to-Day Usage How to Create a New Quote from Scratch Go to "Quotes" in the left sidebar Click "Create Quote" button in the top right corner Fill in the quote header information:Quote Name : Enter a descriptive name (e.g., "Bathroom Renovation - Johnson Residence")Client : Select the client from the dropdownProject : Optionally select a project if linkedPrimary Contact : Select the main contact for this quoteQuote Date : Enter today's date or the quote dateValid Until : Set when the quote expires (typically 30 days from quote date)Tax Jurisdiction : Select the appropriate tax jurisdiction (GST, QST, PST/QST)Default Margin % : Set your standard margin percentage (e.g., 15%) Add line items by clicking "Add Line Item":Item Type : Select Material, Role (Labor), Equipment, Other, Text, Schedule of Rates, or Activity
Code : Enter a cost code reference (optional)
Description : Enter detailed description (e.g., "Concrete foundation - 20m³")
Quantity : Enter the quantity needed
Unit : Enter unit of measure (e.g., "m³", "hours", "each")
Unit Price : Enter price per unit
Margin % : Override default margin if needed (or leave as default)
The system automatically calculates the line total Review the calculated totals:Subtotal : Sum of all line itemsTax : Calculated based on tax jurisdictionTotal : Final quote amount
Click "Save as Draft" to save for later review, or "Save and Send" to mark as sent immediately
How to Create a Quote from a Template Go to "Quotes" in the left sidebar Click the dropdown arrow next to "Create Quote" button Select "From Template" from the dropdown menu A template selector opens showing all available templates Select the template you want to use (e.g., "Standard Kitchen Renovation") You are navigated to the quote creation form with:All template line items pre-populated Template name and description loaded Empty fields for client, project, contact, and dates Fill in quote-specific information:Quote Name : Enter a name for this quoteClient : Select the clientProject : Optionally select a projectPrimary Contact : Select the contactQuote Date and Valid Until : Set datesTax Jurisdiction : Select appropriate jurisdiction Adjust quantities and prices as needed for this specific project Add or remove line items as required Review calculations (subtotal, tax, total) Click "Save as Draft" or "Create Quote" Alternative Method : You can also create a quote from a template by:
Going to the "Templates" tab Finding the template you want to use Clicking the actions menu (three dots) on the template row Selecting "Convert to Quote" Following steps 6-11 above
How to Add Work Assemblies to a Quote While creating or editing a quote, scroll to the line items section Click "Add Work Assembly" button A modal opens showing all available work assemblies Select the work assembly you want to add (e.g., "Standard Bathroom Electrical") Enter the Units quantity in the modal (e.g., "2" for 2 bathrooms) Preview the scaled line items that will be added (shown in the modal) Review the scaled total for the entered units Click "Add to Quote" All assembly line items are added with scaled quantities:Scaling formula: Scaled Quantity = Base Quantity × (Entered Units ÷ Quantity per Unit) Example: If assembly has base quantity of 5 outlets per 1 unit (quantity_per_unit = 1) And you enter "2 units" The quote receives: 5 × (2 ÷ 1) = 10 outlets total Review the added items and adjust as needed The system automatically recalculates totals
How to Add Schedule of Rates Items While creating or editing a quote, click "Add Line Item" Select Item Type : "Schedule of Rates" Click "Select from Schedule of Rates" or search for SoR items Select the activity or item from your Schedule of Rates Enter the Quantity needed The system automatically fills in:Description from SoR Unit price from SoR Unit of measure Adjust margin percentage if needed The line item is added with calculated totals
How to Reorder Line Items While editing a quote, locate the line items table Find the drag handle icon (⋮⋮) on the left side of any line item row Click and hold the drag handle Drag the row to the desired position Release to drop the item in the new position The sort order automatically saves
How to Track Quote Status Go to "Quotes" in the left sidebar Use the status filter to view:Draft : Quotes being prepared (not yet sent)Sent : Quotes sent to clients for reviewApproved : Client-approved quotes ready for conversionDeclined : Quotes rejected by clientsInvoice Created : Quotes converted to invoices Click on any quote to view full details Status badges are displayed on each quote card for quick identification
How to Send a Quote to a Client Find your draft quote in the quotes list Click on the quote to open it Review all details are correct:Header information Line items and quantities Calculations (subtotal, tax, total) Click "Send Quote" button The status changes from "Draft" to "Sent" The quote is now marked as sent and ready for client review
How to Edit a Quote Find the quote you want to edit in the quotes list Click on the quote row or click the actions menu (three dots) and select "Edit" Note : Only quotes with "Draft" status can be edited. Quotes with "Sent", "Approved", or "Declined" status cannot be editedMake your changes:Update header information Add, edit, or remove line items Adjust quantities, prices, or margins Click "Save Changes" or "Update Quote"
Common Tasks
Creating a Detailed Renovation Quote Create a new quote and select client/project Add header information with appropriate dates Add line items by trade:Labor : Enter trade hours and ratesMaterials : Add all materials with quantitiesEquipment : Include equipment rental if needed Use work assemblies for standard packages (e.g., electrical, plumbing) Review all line items for completeness Check calculations are accurate Add any notes or special conditions Save as draft for review, then send
Creating a Quick Maintenance Quote Create a new quote from a maintenance template Select the client and project Update quantities for the specific job Add any additional items not in template Review totals Save and send immediately
Managing Margin Calculations Set a default margin percentage in the quote header (applies to all new line items) For individual line items:Leave margin as default, or Override with item-specific margin Margin formula: Line Total = Quantity × Unit Price × (1 + Margin% / 100) Example:Quantity: 10 Unit Price: $100 Margin: 15% Line Total: 10 × $100 × 1.15 = $1,150
Converting an Approved Quote to Invoice Find the approved quote in your quotes list Click on the quote to open it Click "Convert to Invoice" button A new invoice is created with:All quote line items copied Client and project information Quote number referenced The quote status updates to "Invoice Created" Complete the invoice details and send to client
Common Tasks for Construction Teams
Creating Quotes for Multi-Trade Projects Start with a project template if available Add work assemblies for each trade:Electrical work assembly Plumbing work assembly HVAC work assembly Add project-specific line items:Site preparation Project management Permit fees Review trade-specific quantities and adjust Ensure all trades are properly accounted for
Handling Quote Variations and Change Orders Open the original approved quote for reference Create a new quote using "Create Quote" button Reference the original quote and add new line items for the variation:Description : "Variation - [Description]"Quantity : Amount of changeUnit Price : Variation pricing Include all original quote items plus variation items Review total reflects original quote plus variation Save and send as a variation quote
Managing Quote Expiration Dates When creating quotes, set "Valid Until" date appropriately:Standard quotes: 30 days Large projects: 60-90 days Urgent quotes: 14 days Track quotes approaching expiration in your quotes list Follow up with clients before expiration If quote expires, create a new quote with updated dates
Troubleshooting
Check that you have "Quotes" permission in your role Ensure your team subscription includes quoting features Contact your team administrator for access
If quote calculations seem incorrect Verify tax jurisdiction is set correctly Check that margin percentages are appropriate (0-100%) Ensure quantities are positive numbers Review each line item calculation individually Verify unit prices match your pricing sheets
If template line items aren't appearing Check that the template has line items saved Verify you're selecting the correct template Try refreshing the page Contact support if template data appears corrupted
If work assembly quantities aren't scaling correctly Verify the "Units" entered is a positive number Check that the assembly has a valid "Quantity per Unit" setting Ensure base quantities in assembly line items are correct The formula is: Scaled Quantity = Base Quantity × (Entered Units ÷ Quantity per Unit)
If you can't edit an approved quote This is expected behavior to maintain quote integrity Only "Draft" quotes can be edited To modify an approved quote, create a new quote manually Reference the approved quote while creating the new quote
If quote status isn't updating Refresh the page to see latest status Check that you clicked "Save" after status change Verify you have permission to change quote status Review quote workflow rules (e.g., can't go from Approved back to Draft)
Tips for Construction Teams Use templates consistently for similar project types to maintain standardizationCreate work assemblies for common work packages to save time on every quoteSet realistic "Valid Until" dates based on project complexity and client decision timelinesInclude detailed descriptions that reference specific work packages, locations, or specificationsReview calculations before sending quotes to avoid errors and maintain professionalismTrack quote status regularly to follow up on sent quotes and secure approvalsConvert approved quotes promptly to invoices to maintain cash flowReference approved quotes when creating new quotes for similar projectsUse Schedule of Rates items when working on projects with defined rate schedulesDocument quote decisions in project notes when quotes are approved or declined
What's Next After setting up quoting, you may want to:
