Payments
Create a quote
Send pricing to a customer for review before you create an invoice or begin billable work.
Create a quote when a customer needs to review pricing before they agree to pay. Quotes are useful for storage proposals, detail packages, transport estimates, memberships, or larger service work.
A quote is not the same as an invoice. A quote says, "Here is the price for your review." An invoice says, "This amount is ready to be paid."
Before you start
- Make sure the customer already exists in Contacts.
- Know what you are quoting, such as storage, detailing, transport, or membership pricing.
- Confirm the price, quantity, tax, and expiration date.
- Create common products first in Products & Services so you can add them quickly.
- Decide if the quote should be saved as a draft or sent to the customer right away.
Open the Quotes page
Go to Payments > Quotes.
The Quotes page shows each quote, the customer, the status, the total, and when the quote expires.
Create the quote
- Click Create quote
In the top-right area of the Quotes page, click Create quote.
- Choose the customer
Search for the customer and select the correct person or company. This connects the quote to the customer record and helps your team find it later.
- Add a clear quote header
Use the quote header to explain the purpose of the quote in one short phrase. Examples: Storage and detail package, Winter storage proposal, or Transport and service estimate.
- Add line items
Add each product, service, or custom charge the customer should review. Use names and descriptions the customer will understand.
- Set the expiration date
Choose the date when the quote should stop being valid. A quote expiration date helps your team avoid honoring old pricing by mistake.
- Decide whether to finalize now
If the quote is ready to send, turn on the option to finalize or send it now. If another teammate needs to review it first, keep it as a draft.
- Review the total and save
Check the subtotal, tax, and total. Then create the quote. If you send it, the customer can review it from the link they receive.
What each status means
Draft means your team is still working on the quote.
Open means the quote has been finalized and can be reviewed by the customer.
Accepted means the customer approved the quote.
Canceled means your team stopped using the quote.
Expired means the quote is past its expiration date.
What success looks like
After you create a quote:
- The quote appears on the Quotes page.
- The quote status shows whether it is a draft, open, accepted, canceled, or expired.
- If the quote was sent, the customer can review the pricing online.
- If the customer accepts the quote, your team can use it as the basis for billing.
Tips for better quotes
- Use a short, friendly quote header that explains the outcome.
- Break large jobs into separate line items so the customer can understand the total.
- Add a description when the customer may need context, such as what a service includes.
- Set a realistic expiration date so your team does not need to re-create the quote too soon.
Troubleshooting
What to do next
After the quote is accepted, decide whether your team should create an invoice, start a recurring plan, or schedule the work. If the quote should become a bill, continue with Create an invoice.