How to Create and Manage Quotes

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

1. Navigate to "Quotes" by clicking "Quotes" in the left sidebar
2. You'll see the quotes dashboard with tabs for Quotes, Templates, and Work Assemblies
3. Click the "Create Quote" button in the top right corner to get started

Required Information

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

1. Navigate to "Quotes" in the left sidebar
2. Click the "Settings" tab
3. Under "Quote Sequence":
   • Number Prefix: Enter your company prefix (e.g., "QUO-")
   • Starting Number: Set your first quote number (e.g., "0001")
4. Click "Save Settings"
5. 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

1. Go to "Quotes" in the left sidebar
2. Click "Create Quote" button in the top right corner
3. Fill in the quote header information:
   • Quote Name: Enter a descriptive name (e.g., "Bathroom Renovation - Johnson Residence")
   • Client: Select the client from the dropdown
   • Project: Optionally select a project if linked
   • Primary Contact: Select the main contact for this quote
   • Quote Date: Enter today's date or the quote date
   • Valid 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%)
4. 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
5. Review the calculated totals:
   • Subtotal: Sum of all line items
   • Tax: Calculated based on tax jurisdiction
   • Total: Final quote amount
6. 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

1. Go to "Quotes" in the left sidebar
2. Click the dropdown arrow next to "Create Quote" button
3. Select "From Template" from the dropdown menu
4. A template selector opens showing all available templates
5. Select the template you want to use (e.g., "Standard Kitchen Renovation")
6. 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
7. Fill in quote-specific information:
   • Quote Name: Enter a name for this quote
   • Client: Select the client
   • Project: Optionally select a project
   • Primary Contact: Select the contact
   • Quote Date and Valid Until: Set dates
   • Tax Jurisdiction: Select appropriate jurisdiction
8. Adjust quantities and prices as needed for this specific project
9. Add or remove line items as required
10. Review calculations (subtotal, tax, total)
11. Click "Save as Draft" or "Create Quote"

Alternative Method: You can also create a quote from a template by:

1. Going to the "Templates" tab
2. Finding the template you want to use
3. Clicking the actions menu (three dots) on the template row
4. Selecting "Convert to Quote"
5. Following steps 6-11 above

How to Add Work Assemblies to a Quote

1. While creating or editing a quote, scroll to the line items section
2. Click "Add Work Assembly" button
3. A modal opens showing all available work assemblies
4. Select the work assembly you want to add (e.g., "Standard Bathroom Electrical")
5. Enter the Units quantity in the modal (e.g., "2" for 2 bathrooms)
6. Preview the scaled line items that will be added (shown in the modal)
7. Review the scaled total for the entered units
8. Click "Add to Quote"
9. 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
10. Review the added items and adjust as needed
11. The system automatically recalculates totals

How to Add Schedule of Rates Items

1. While creating or editing a quote, click "Add Line Item"
2. Select Item Type: "Schedule of Rates"
3. Click "Select from Schedule of Rates" or search for SoR items
4. Select the activity or item from your Schedule of Rates
5. Enter the Quantity needed
6. The system automatically fills in:
   • Description from SoR
   • Unit price from SoR
   • Unit of measure
7. Adjust margin percentage if needed
8. The line item is added with calculated totals

How to Reorder Line Items

1. While editing a quote, locate the line items table
2. Find the drag handle icon (⋮⋮) on the left side of any line item row
3. Click and hold the drag handle
4. Drag the row to the desired position
5. Release to drop the item in the new position
6. The sort order automatically saves

How to Track Quote Status

1. Go to "Quotes" in the left sidebar
2. Use the status filter to view:
   • Draft: Quotes being prepared (not yet sent)
   • Sent: Quotes sent to clients for review
   • Approved: Client-approved quotes ready for conversion
   • Declined: Quotes rejected by clients
   • Invoice Created: Quotes converted to invoices
3. Click on any quote to view full details
4. Status badges are displayed on each quote card for quick identification

How to Send a Quote to a Client

1. Find your draft quote in the quotes list
2. Click on the quote to open it
3. Review all details are correct:
   • Header information
   • Line items and quantities
   • Calculations (subtotal, tax, total)
4. Click "Send Quote" button
5. The status changes from "Draft" to "Sent"
6. The quote is now marked as sent and ready for client review

How to Edit a Quote

1. Find the quote you want to edit in the quotes list
2. Click on the quote row or click the actions menu (three dots) and select "Edit"
3. Note: Only quotes with "Draft" status can be edited. Quotes with "Sent", "Approved", or "Declined" status cannot be edited
4. Make your changes:
   • Update header information
   • Add, edit, or remove line items
   • Adjust quantities, prices, or margins
5. Click "Save Changes" or "Update Quote"

Common Tasks

Creating a Detailed Renovation Quote

1. Create a new quote and select client/project
2. Add header information with appropriate dates
3. Add line items by trade:
   • Labor: Enter trade hours and rates
   • Materials: Add all materials with quantities
   • Equipment: Include equipment rental if needed
4. Use work assemblies for standard packages (e.g., electrical, plumbing)
5. Review all line items for completeness
6. Check calculations are accurate
7. Add any notes or special conditions
8. Save as draft for review, then send

Creating a Quick Maintenance Quote

1. Create a new quote from a maintenance template
2. Select the client and project
3. Update quantities for the specific job
4. Add any additional items not in template
5. Review totals
6. Save and send immediately

Managing Margin Calculations

1. Set a default margin percentage in the quote header (applies to all new line items)
2. For individual line items:
   • Leave margin as default, or
   • Override with item-specific margin
3. Margin formula: Line Total = Quantity × Unit Price × (1 + Margin% / 100)
4. Example:
   • Quantity: 10
   • Unit Price: $100
   • Margin: 15%
   • Line Total: 10 × $100 × 1.15 = $1,150

Converting an Approved Quote to Invoice

1. Find the approved quote in your quotes list
2. Click on the quote to open it
3. Click "Convert to Invoice" button
4. A new invoice is created with:
   • All quote line items copied
   • Client and project information
   • Quote number referenced
5. The quote status updates to "Invoice Created"
6. Complete the invoice details and send to client

Common Tasks for Construction Teams

Creating Quotes for Multi-Trade Projects

1. Start with a project template if available
2. Add work assemblies for each trade:
   • Electrical work assembly
   • Plumbing work assembly
   • HVAC work assembly
3. Add project-specific line items:
   • Site preparation
   • Project management
   • Permit fees
4. Review trade-specific quantities and adjust
5. Ensure all trades are properly accounted for

Handling Quote Variations and Change Orders

1. Open the original approved quote for reference
2. Create a new quote using "Create Quote" button
3. Reference the original quote and add new line items for the variation:
   • Description: "Variation - [Description]"
   • Quantity: Amount of change
   • Unit Price: Variation pricing
4. Include all original quote items plus variation items
5. Review total reflects original quote plus variation
6. Save and send as a variation quote

Managing Quote Expiration Dates

1. When creating quotes, set "Valid Until" date appropriately:
   • Standard quotes: 30 days
   • Large projects: 60-90 days
   • Urgent quotes: 14 days
2. Track quotes approaching expiration in your quotes list
3. Follow up with clients before expiration
4. If quote expires, create a new quote with updated dates

Troubleshooting

If you can't see the "Create Quote" button

• 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 standardization
• Create work assemblies for common work packages to save time on every quote
• Set realistic "Valid Until" dates based on project complexity and client decision timelines
• Include detailed descriptions that reference specific work packages, locations, or specifications
• Review calculations before sending quotes to avoid errors and maintain professionalism
• Track quote status regularly to follow up on sent quotes and secure approvals
• Convert approved quotes promptly to invoices to maintain cash flow
• Reference approved quotes when creating new quotes for similar projects
• Use Schedule of Rates items when working on projects with defined rate schedules
• Document quote decisions in project notes when quotes are approved or declined

What's Next

After setting up quoting, you may want to:

• Create Quote Templates for your common project types
• Build Work Assemblies for standard work packages
• Link quotes to Projects for project tracking
• Convert approved quotes to Invoices for billing