Quotes

Create a quote

1. Go to the Sales menu and choose Create quote.
2. Select the Customer you're quoting for. If it's a new customer, click + Create customer then enter their details and click Save. Learn more about adding customers.
3. 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.
4. Check or change the Issue date.
5. Check or change the Expiry date. This defines how long the quote is valid for.
6. From the Amounts are list, choose if the quote is Tax/GST inclusive (includes tax) or Tax/GST exclusive (excludes tax).

7. If the quote will contain items, click Field layout and choose the Services and items option.

8. If you're adding items to the quote, select the item you're quoting for from the Item ID field and the number of Units of that item. If the item doesn't exist, add it by clicking + Create item, enter the item details, then click Save. Learn more about creating items.
   The following details appear, based on what you entered when you created the item: Description, Account, Unit price and Tax code/GST code.
   The default quantity you're selling (Units) is 1, but you can change this.

9. If you're quoting for a service, enter a Description and complete the Account, Amount and Tax code/GST code details.

10. Repeat from step 8 for each item or service you want to include on the quote. The totals are calculated at the bottom of the quote.

11. Use the buttons across the bottom of the page to choose an action.

Duplicate a quote

If you regularly create similar quotes, you can duplicate one you've already created.

You can copy any quote regardless of whether it’s been saved or not. Just open the quote and click Save and duplicate. A quote with the same line items is created with a new quote number, date and expired date.

If you're working on a document, and you want to save it and create a new quote, select Save and create new. The quote is saved, and a new one is created and opened. To cancel a quote, just hit the back button on your browser window.

Search for a quote

1. Go to the Sales menu and choose Quotes.
2. To help you find a quote, try these filtering options and click Apply filters.
   • Choose the Customer the quote was for.
   • Specify a date range to show quotes issued within that period.
   • Enter all or part of the customer's name, quote number or amount in the Search field.
3. Click the Quote number to view a quote's details.

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. Go to the Sales menu and choose Quotes.
2. Click the quote you want to turn into an invoice. The Quote page appears, showing the quote details.
3. Click Convert to invoice. The Invoice page appears, containing the items and/or services and prices from the quote.
4. Make any required changes to the invoice, and click Save, or click Email invoice to send it to the customer.
   For more information on entering invoices, see Creating invoices.

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.

   If you want to...	Do this...
   Print or save the quote	Click View PDF. Choose a template then click View PDF. The quote displays in a PDF reader where you can print or save it.
   Email the quote	Click Save and email. The Email quote page appears. If an email address has been saved for the customer, it appears in the To field—you can change this if you want. If no email address exists, enter one in the To field. If you want to email the quote to additional recipients, you can: click + Add another email and enter additional To recipients enter an email address in the CC field click + Add another email and enter additional CC recipients If you want to email a copy of the quote to yourself, select the option Email me a copy. The customer will not be able to see this information. If required, change the text in the Subject and Message fields. If you'd like to change the default text, see Set up default emails. If you'd like to attach files to the email (total size of uploaded documents can't exceed 25MB): click and drag files onto the Email quote window, or click Browse and select files to upload. Choose the Template. Click Send quote to email the quote.

Change a quote

1. Go to the Sales menu and choose Quotes. The Quotes page appears.
2. Click to open the quote to be changed. The quote is displayed.
3. Make your changes. See Create a quote above for details.
4. When you're done, click Save, or click Email quote to send it to the customer.

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.

How do I change the default email message?

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