What “Quotes” are for

Quotes help you create and send a professional estimate to a client, with clear items, prices, and terms.

Use Quotes to:

Turn an inquiry into a clear offer
Show exactly what’s included (packages, extras, quantities)
Send a shareable link the client can review
Track the outcome: sent, accepted, rejected, expired
Optionally convert the quote into an invoice (when needed)

Quotes are typically connected to a Project (and often to a Client), so everything stays organized.

1) Quotes list (overview)

The Quotes section shows all your quotes at a glance.

What you see

For each quote you can see:

Quote number
Project and client
Status (Draft / Sent / Accepted / Rejected / Expired)
Quote date, sent date, valid until date, accepted date (when applicable)

Filters

You can filter quotes by:

Project
Client
Status
Quote date range
Accepted date range

This is useful to answer questions like:

“Which quotes are still pending?”
“Which quotes were accepted this month?”
“Which project is waiting for approval?”

Quick actions from the list

Depending on the quote, you can:

Open the quote editor
Open a printable version (for PDF/printing)
Duplicate a quote (to reuse structure)
Convert to invoice (if not already converted)
Open the related invoice (if it already exists)
Archive a quote (to keep the list clean)

2) Creating a new Quote

You can create a new quote from the Quotes list.

A quote is built around:

A set of items (what you’re selling)
A currency
Optional tax/discount settings
Optional validity date (“valid until”)

Best practice: link the quote to a Project early, so the system can:

Resolve client details automatically (for sending)
Enable public sharing properly

3) The Quote editor (single quote)

The Quote editor is where you build and manage one quote.

Items (what the quote contains)

Each quote has line items with:

Item name
Optional description
Quantity
Price
Amount (calculated)

You can add items manually and reorder them, and you can also add items from a catalog if you maintain one (so you don’t rewrite the same package every time).

Totals (automatic calculation)

The editor calculates:

Subtotal
Discount (percent or fixed amount)
Tax (percent)
Total

Currency

Each quote has its own currency.
In practice, the editor will use:

The quote’s currency if already set
Otherwise your account’s default currency setting (fallback)

4) Status and lifecycle (Draft → Sent → Accepted/Rejected/Expired)

Draft

A draft is editable and not yet “officially sent”.

Sent

A quote becomes “Sent” when you share it (by email or by link).
This status is important because it indicates the client can access the quote publicly.

Accepted

A client can accept the quote from the public view.
Important: once a quote is marked as Accepted, it becomes locked (no more edits).
This protects you and the client: the approved offer stays consistent.

Rejected

If the client rejects it, the quote is considered final in terms of outcome.

Expired

A quote can expire automatically if it has a “valid until” date and that date is in the past.

5) Sharing a Quote (email + public link)

Send by email

From the quote editor you can send the quote via email.
The system can often suggest default recipients by using the linked client’s email.

Sending typically:

Ensures a public token exists for the link
Sends a branded email (with your theme)
Moves the quote from Draft to Sent (the first time)

Copy link

You can also copy a public link and share it via WhatsApp/DM/etc.

If you copy the link while the quote is still Draft, the app may also mark it as Sent (so it behaves like a real quote the client can open).

6) Public quote view (client experience)

Your client receives a link to a portal page where they can:

Review items and totals
Print / Save as PDF
Accept the quote (when available)

Acceptance is blocked if:

The quote is already accepted/rejected/expired
The quote has expired by date

7) Printing / PDF

Quotes have a printable view designed for:

Printing
Saving as PDF (using the browser print dialog)

This is useful for:

Clients who prefer a PDF
Internal approvals
Archiving

8) Automation: invoice conversion and project updates

Quotes can support automation such as:

Auto-invoice: when a quote is accepted, it can be converted into an invoice automatically (when enabled)
Manual convert to invoice: a button can create an invoice from the quote
Project pipeline advancement: when a quote is accepted, the related project/lead can automatically move forward in the pipeline (example: from Lead to Production)

This makes Quotes the bridge between “proposal” and “real job”.

9) Notifications

When a quote becomes ready for the client (typically when it’s sent), the system can generate a client notification (and optionally email) so the client has a clear call-to-action to review the quote.

Best practices (simple + effective)

Use clear item names: clients should instantly understand what they’re buying.
Add short descriptions only when needed: keep it clean.
Always set a “valid until” date if you want to limit price validity.
Avoid changing a quote after sending: if you need changes, duplicate it and send a new version.
Link the quote to a project: it improves organization and enables smoother automation.