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How to Use Quote Templates

Step-by-step guide to create, manage, and use quote templates to speed up quote creation

What This Feature Does

Quote templates allow you to create reusable quote structures with pre-defined line items for common project types. Templates save time by eliminating the need to recreate the same quote structure repeatedly. You can create templates from scratch or convert existing quotes into templates.

Initial Setup

First-Time Template Creation

  1. Navigate to "Quotes" by clicking "Quotes" in the left sidebar
  2. Click the "Templates" tab at the top of the quotes page
  3. Click "New Template" button to create your first template

Planning Your Templates

Before creating templates, consider what project types you quote frequently:

  • Standard renovation types (kitchens, bathrooms, whole-house)
  • Trade-specific quotes (electrical, plumbing, HVAC)
  • Project size categories (small, medium, large projects)
  • Common maintenance or repair packages

Day-to-Day Usage

How to Create a Template from Scratch

  1. Go to "Quotes" in the left sidebar
  2. Click the "Templates" tab
  3. Click "New Template" button
  4. Fill in template details:
    • Template Name: Enter a descriptive name (e.g., "Standard Kitchen Renovation")
    • Description: Add notes about when to use this template (optional)
  5. 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 if applicable
    • Description: Enter description (e.g., "Kitchen cabinetry - base units")
    • Quantity: Enter typical quantity (will be adjusted per quote)
    • Unit: Enter unit of measure
    • Unit Price: Enter standard price per unit
    • Margin %: Set margin percentage
  6. Add all standard line items for this project type
  7. Reorder items using drag-and-drop if needed
  8. Click "Save Template"
  9. Your template is now available for creating new quotes

How to Create a Quote from a Template

Method 1: From Create Quote Button

  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 dialog opens showing all available templates
  5. Select the template you want to use (e.g., "Standard Kitchen Renovation")
  6. Click "Add to Quote" or the template is automatically selected
  7. You are navigated to the quote creation form with:
    • All template line items pre-populated
    • Template name and description loaded (you can change the quote name)
    • Empty fields for client, project, contact, and dates
  8. Fill in quote-specific information:
    • Quote Name: Enter or modify the quote name
    • Client: Select the client
    • Project: Optionally select a project
    • Primary Contact: Select the contact
    • Quote Date: Enter quote date
    • Valid Until: Set expiration date
    • Tax Jurisdiction: Select appropriate jurisdiction
    • Default Margin %: Adjust if needed
  9. Customize line items for this specific quote:
    • Update quantities based on project requirements
    • Adjust unit prices if rates differ
    • Add additional items not in template
    • Remove items not needed for this quote
  10. Review calculations (subtotal, tax, total)
  11. Click "Create Quote" or "Save as Draft"

Method 2: From Templates Tab

  1. Go to "Quotes" → "Templates" tab
  2. Find the template you want to use
  3. Click the actions menu (three dots) on the template row
  4. Select "Convert to Quote"
  5. Follow steps 7-11 from Method 1 above

How to Edit a Template

  1. Go to "Quotes" in the left sidebar
  2. Click the "Templates" tab
  3. Find the template you want to edit
  4. Click on the template or click "Edit" action
  5. Make your changes:
    • Update template name or description
    • Add, edit, or remove line items
    • Reorder line items using drag-and-drop
    • Adjust prices, quantities, or margins
  6. Click "Save Template"
  7. Note: Changes to templates don't affect existing quotes created from the template

How to Duplicate a Template

  1. Go to "Quotes" → "Templates" tab
  2. Find the template you want to duplicate
  3. Click "Duplicate" or "Copy Template" action
  4. A new template form opens with all line items copied
  5. Enter a new Template Name (e.g., "Kitchen Renovation - Premium")
  6. Make adjustments to create a variation:
    • Modify line items
    • Add premium options
    • Adjust quantities or prices
  7. Click "Save Template"
  8. You now have two similar templates for different scenarios

How to Delete a Template

  1. Go to "Quotes" → "Templates" tab
  2. Find the template you want to delete
  3. Click "Delete" action
  4. Confirm deletion in the dialog
  5. Warning: This action cannot be undone. The template and all its line items will be permanently removed.
  6. Note: Deleting a template does not affect quotes that were created from it

Common Tasks

Creating a Standard Renovation Template

  1. Create a new template named "Standard Bathroom Renovation"
  2. Add line items by category:
    • Demolition: Remove existing fixtures, tiles, etc.
    • Plumbing: New fixtures, pipes, connections
    • Electrical: New outlets, lighting, switches
    • Tiling: Floor and wall tiles
    • Cabinetry: Vanity, storage
    • Fixtures: Toilet, sink, shower
    • Labor: Trade hours for each category
  3. Set typical quantities and standard prices
  4. Include text items for notes (e.g., "All work to current building codes")
  5. Save template for reuse

Creating Trade-Specific Templates

  1. Create a template for "Electrical Work - Residential"
  2. Add standard electrical line items:
    • Outlet installation
    • Light fixture installation
    • Switch installation
    • Panel work
    • Wiring runs
  3. Set standard labor hours and rates
  4. Include materials (wire, boxes, fixtures)
  5. Create similar templates for plumbing, HVAC, etc.

Creating Templates from Approved Quotes

  1. Find a successful quote that represents a standard project type
  2. Convert the quote to a template
  3. Clean up the template:
    • Remove project-specific items
    • Standardize quantities to typical amounts
    • Update descriptions to be more generic
    • Ensure all line items are relevant for future use
  4. Save as a reusable template
  5. Use this template for similar future projects

Maintaining Template Libraries

  1. Organize templates by project type:
    • Renovation templates
    • New construction templates
    • Maintenance/repair templates
  2. Use clear, descriptive names:
    • "Kitchen Renovation - Standard"
    • "Kitchen Renovation - Premium"
    • "Whole House Renovation"
  3. Review templates periodically:
    • Update prices to reflect current rates
    • Add new items as services evolve
    • Remove obsolete items

Common Tasks for Construction Teams

Building a Comprehensive Template Library

  1. Start with your most common project types
  2. Create templates for each trade:
    • Electrical work templates
    • Plumbing work templates
    • HVAC templates
    • General construction templates
  3. Create combined templates:
    • Full renovation templates
    • Multi-trade project templates
  4. Test templates by creating quotes from them
  5. Refine templates based on usage feedback

Using Templates with Work Assemblies

  1. Create templates that include work assemblies:
    • Add placeholders for "Electrical Assembly"
    • Add placeholders for "Plumbing Assembly"
  2. When creating a quote from template:
    • Replace placeholders with actual work assemblies
    • Enter units for each assembly
    • Templates provide structure, assemblies provide detail
  3. This combines template speed with assembly flexibility

Customizing Templates for Different Clients

  1. Use base templates for structure
  2. Create client-specific variations:
    • Save as new template with client name
    • Adjust pricing or items as needed
    • Maintain separate templates for preferred clients
  3. Or customize during quote creation:
    • Start with standard template
    • Adjust prices, quantities, or items per client
    • Quote remains independent of template

Troubleshooting

If templates aren't appearing in the list

  • Check that you're on the "Templates" tab
  • Verify you have permission to view templates
  • Refresh the page
  • Check that templates haven't been deleted

If template line items aren't loading

  • Verify the template has saved line items
  • Try refreshing the page
  • Check that you selected the correct template
  • Contact support if template data appears corrupted

If you can't edit a template

  • Verify you have permission to edit templates
  • Check that the template exists and isn't deleted
  • Try refreshing and editing again
  • Contact your team administrator if permissions seem incorrect

If quotes created from templates have incorrect data

  • Templates create independent copies, so quote changes don't affect templates
  • Verify you selected the correct template
  • Check that template line items were correct before quote creation
  • Review the quote after creation to ensure all items copied correctly

If converting quote to template removes too much information

  • This is expected behavior - templates exclude client-specific data
  • Client names, contacts, and dates are removed to make templates reusable
  • Only quote structure (line items) is converted
  • Manually add back any standard items that were removed

Tips for Construction Teams

  • Name templates clearly to make them easy to find (e.g., "Kitchen Renovation - Standard" vs "Kitchen Renovation - Premium")
  • Keep templates up to date by reviewing and updating prices periodically
  • Create template variations for different project scales (small, medium, large)
  • Use templates for structure and work assemblies for detailed line items
  • Convert successful quotes to templates to build your library over time
  • Organize templates logically so team members can find what they need quickly
  • Document template usage in descriptions to guide when to use each template
  • Standardize template structure across similar templates for consistency
  • Review template performance - if templates aren't being used, consider why and improve them
  • Train team members on which templates to use for different project types

What's Next

After setting up templates, you may want to:

  • Create Work Assemblies to use within templates
  • Learn about Creating Quotes from templates
  • Build a comprehensive template library for your project types
  • Link templates to Projects when creating quotes