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Quotes provide your customers with a price that’s guaranteed for a specified period. When the customer accepts or declines the quote, you can update its status. You can also turn a quote into an invoice with just one click.

Want to add a personal touch to the look of your quotes? See Change the look of your invoice and quotes.

Here's everything you can do with quotes in MYOB Essentials:

 

Create a quote

Create a quote

  1. Go to the Sales menu and choose Quotes. The Quotes page appears.
  2. Click Create quote.
  3. Select the Customer you're quoting for. If it's a new customer, click Add customer then enter their details and click Save.
  4. If you want, edit the number in the Quote number field. If you change the number, future quote numbers will increment from this new number.
  5. Check or change the Date of issue.
  6. Check or change the Expiration terms and Expired date. This is the length of time the quote is valid for, and the date on which it expires.
  7. Check or change the status:
    • Open—the quote has not yet been accepted or declined
    • Accepted—the quote has been accepted by the customer
    • Declined—the quote has been declined by the customer.
  8. In the Amounts are field, choose if the quote is Tax/GST inclusive (includes tax) or Tax/GST exclusive.(excludes tax).
  9. Select the Item you're quoting for and the number of Units of that item. If the item doesn't exist in MYOB Essentials, add it by clicking Add item and entering the item details, then clicking Save.

    The item DescriptionAllocate toUnit price and Tax/GST type appear, based on the details you entered when you created the item.
    The Units and Unit Price also appear. The default quantity is 1, but you can change this. If you want, you can also change the type of units to use for this item in the Units column.

    To remove an item from the list, click the delete icon ( ) to the right of the line.

  10. If you're quoting for a service, enter a Description and complete the Allocate to, UnitsUnit price and Tax/GST type details.
  11. Repeat from step 9 for each item or service you want to include on the quote. The totals are calculated at the bottom of the quote:
    • Subtotal—the total for the items added to the invoice
    • Tax/GST—the amount of tax/GST applied to the invoice
    • Total—the subtotal amount plus the tax/GST amount 
  12. If you want to add a note to the customer, enter it in the Notes to customer box. This will appear on the quote you send to the customer. For example, you could use this area to add additional details about how to accept the quote.

    Need to remove notes?

    To remove the notes from this quote, delete the text in the Notes to customer box. To remove the notes from all future quotes, also select the Remember this option.

  13. Complete the quote:

    If you want to...Do this...
    Save the quote without sending itClick Save. The Quotes page reappears, showing the quote without a tick in the Sent column.
    Print or save the quoteClick Print. The quote displays in a PDF reader where you can print or save it.
    Email the quoteClick Email. The Send to customer page appears. If an email address has been recorded for the contact it'll be shown, otherwise enter it here. You can also send a copy of the quote to yourself or edit the text in the Subject and Message fields. Click Add attachments if you'd like to include an additional attachment, then click Send quote.

Email address not showing?

There's a known issue for Internet Explorer and Microsoft Edge users where the email address isn't showing in the To field even if there's an email address recorded for the contact. We're working to fix this.

To field showing no email address

You'll still be able to click Send quote and the email will send to the email address recorded for the contact. Alternatively, you can use a different web browser (such as Google Chrome or Mozilla Firefox) and the email address will display in the To field.

View existing quotes and their activity

View existing quotes and their activity

You can view a list of your quotes, the status of each, and whether it has been sent.

  1. Go to the Sales menu and choose Quotes. The Quotes page appears.
  2. Choose a status to view only those quotes (Accepted, All, Closed, Declined, Expired, Open).
  3. Use the Search field to find quotes (you can search across any of the displayed columns).
  4. Click a column heading to sort the list by that column.
  5. Click the quote number or customer to view the quote's details.

Quote activity

The Activity at the bottom of a quote shows when the quote was created and when (if) an invoice was created from it.

 

See column sorting and searching in action:

Accept or decline a quote

Accept or decline a quote

When a customer accepts or declines a quote, you can change its status.

  1. On the Quotes page, click to open the quote. The Quote page appears, showing the quote details.
  2. In the Status field, choose the new status (Declined or Accepted).
  3. Click Save. The quote is saved with the new status.
Turn a quote into an invoice

Turn a quote into an invoice

When a customer decides to buy what you've quoted, you can quickly turn a quote into an invoice.

  1. On the Quotes page, click the quote you want to turn into an invoice. The Quote page appears, showing the quote details.
  2. Click Create invoice.

    The Invoice page appears, containing the items and prices from the quote.
  3. Make any required changes to the invoice, and click Save, or click Email or Print to send it to the customer.
    For more information on entering invoices, see Creating, editing and deleting invoices.
Reprint or resend a quote

Reprint or resend a quote

  1. Go to the Sales menu and choose Quotes. The Quotes page appears.
  2. Click to open the quote to be reprinted or resent. The quote is displayed.
  3. Resend or reprint the quote.
    • Click Resend to customer to email the quote to the customer. If an email address has been recorded for the contact it'll be shown, otherwise enter it here. You can also edit the text in the Subject and Message fields if required, then click Send quote.
    • Click Print to display the quote in a PDF reader where you can print or save.

Delete a quote

Delete a quote

  1. Go to the Sales menu and choose Quotes. The Quotes page appears.
  2. Click to open the quote to be deleted. The quote is displayed.
  3. Click Delete.
  4. Click Yes to the confirmation message.

Use notes for additional info

To include additional info on your quotes, like a discount or deposit conditions, use the Notes to customer box on the quote. If you want the same info on all future quotes, select the Remember this option.

  FAQs


Why can't I click Save, Email or Print when entering a quote?

Why can't I click Save, Email or Print when entering a quote?

If a button is inactive (it's a dull colour and a red circle appears when you hover over it) it means some required information is missing from the quote.

save button with red circle

Make sure a customer is selected and the details of the quote are entered, then the button will be clickable.

How do I change the default email message?

How do I change the default email message?

This is set in your invoice and quote settings. See Set up default invoice and quote emails.

enter a quotation