Quote Creation Guide

Best practices for creating professional quotes that get accepted.

1Basic Details

Quote Number

A unique identifier for your quote (e.g., QT-001).

Best Practice: Keep numbers sequential to easily track your history. Our system handles this automatically for you.

Valid For (Days)

How long this price is guaranteed.

Tip: Setting a validity period (e.g., 14 or 30 days) creates a sense of urgency and protects you from price fluctuations in materials or labor.

2Your Business Info (From)

Professional presentation builds trust. Ensure your details are accurate and complete.

Logo: Adding your logo makes your quote look official and established.
Contact Info: Include a phone number and email so the client can easily reach you with questions.
Address: Even if you work remotely, a business address adds legitimacy.

3Client Info (To)

Crucial: Double-check the client's email address. This is where the quote will be sent if you use the email feature.

4Line Items

Clear, detailed line items prevent misunderstandings about what is included in the price.

Description vs. Additional Details

Use the main Description for the service name (e.g., "Web Design") and the Additional details field to list specifics (e.g., "5 pages, mobile responsive, SEO setup").

Quantity & Price

Be transparent about your rates. If charging hourly, specify the estimated hours in Quantity and your hourly rate in Price.

5Notes & Terms

This section is vital for managing expectations. Consider including:

Timeline estimates
Payment schedule (e.g., 50% deposit)
What is NOT included (scope limitations)
Next steps after acceptance

6Recurring Quotes

Use this for retainer services or subscriptions (e.g., Monthly Maintenance).

When a client accepts a recurring quote, the system can automatically generate invoices for you on the schedule you set (Weekly, Monthly, etc.), saving you administrative time.

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