Quotes & Proposals

Quote #QUO-019 Prepared for Acme Corp · Valid until 28 Feb 2026 Sent ITEM QTY PRICE TOTAL Website Design 1 £2,400 £2,400 SEO Package 1 £600 £600 Social Media Management (optional) 1 £350 £350 Subtotal £3,000 VAT (20%) £600 Total £3,600 Send to Client Download PDF

Quotes & Proposals

Create professional quotes and send them to clients for review, acceptance, and digital signing – all through an automated workflow.

Creating a Quote

Go to Quotes > + New Quote and fill in:

  • Client – select the client this quote is for
  • Title – a descriptive title for the proposal
  • Line Items – add products or custom items with description, quantity, and unit price
  • Optional Items – mark any line items as optional so the client can choose to include or exclude them
  • Custom Fields – fill in any line-item custom fields configured in settings
  • Discount – apply a flat discount amount
  • Valid Until – set the expiry date (defaults from your settings)
  • Terms & Notes – add terms of business and any notes
  • Agreement Template – optionally attach a digital agreement for the client to sign
  • Deposit Amount – if specified, a deposit invoice is automatically created when the client signs

Sending a Quote

Click Send to Client to email the quote. The client receives a link to view the quote on the portal. You can also use Download PDF to generate a PDF for offline use.

The Client Experience

When a client opens their quote link they can:

  • View all line items and totals
  • Select or deselect optional items
  • Ask questions via the built-in Q&A messaging
  • Accept the quote and sign the agreement (if attached)

Quote Q&A Messaging

Clients can ask questions directly on a quote. Their messages appear in the CRM and notifications are sent to the deal assignees. You can reply from within the CRM, and the client sees your response on the portal.

Acceptance & Signature

When a client accepts a quote:

  1. If an agreement template is attached, they are taken to the signature page
  2. They enter their name and draw their signature
  3. A signed PDF is generated automatically
  4. An order is created from the accepted quote (with their selected optional items)
  5. If a deposit amount was set, a deposit invoice is generated
  6. A confirmation email is sent to the client with the signed agreement attached

Status Tracking

Quotes progress through these statuses:

  • Draft – being prepared, not yet sent
  • Sent – emailed to the client
  • Viewed – client has opened the quote link
  • Accepted – client has accepted the proposal
  • Declined – client has declined
  • Expired – the validity date has passed without a response

Quote Numbering

Quote numbers are automatically generated with a configurable prefix (e.g. QUO-001). The prefix can be changed in Settings > Invoices & Orders.