Open the project for which you need to create a quote and click on the "Quote" tab.
The system will guide you to the Create Quote page.
If you want to use an existing template, choose one from the template drop-down box. If you're creating a new template, leave the drop-down blank.Further down in the article, you will learn how to save a new quote template for future use.
Allocate a contact to be listed as the quote contact and select the recipient of the quotation.
Choose the intended recipient of the quotation.
In the Assumptions and Qualifications section, you can add as much detail as needed — there is no word limit.
Likewise, the Inclusions and Exclusions section allows you to enter unlimited details, including a scope of works if required.
Once saved, you’ll be redirected to the quote screen where you can start building your quote for the project.
If you prefer not to display Assumptions and Qualifications or Inclusions and Exclusions on the PDF export, you can disable them in Settings > Job/Project Settings.
If you want to create a planning task for the job, select a staff member and add any notes. The selected person will receive the task, and it will also appear on the staff scheduler.
After saving the create quote screen, you will be directed to the quote screen below, where you can commence building your project quote. The following boxes will be visible:
Labour Budget (Ex GST): This box dynamically updates as you input labour details into the quote. For guidance on adding charge-out rates for labour, click here.
Inventory Budget (Ex GST): This box adapts as you add inventory items to the quote. Find instructions on updating your inventory by clicking here.
Miscellaneous Budget (Ex GST): This field automatically updates based on any manual items you add to the quote.
Total Quote Value (Ex GST): This box reflects the cumulative value of your quote as you continue to develop it.
Total Projected Profit (Ex GST): This box calculates the total projected profit by comparing the total price against the charge-out rate.
Initiate the process by selecting the "Item Name" field to update the project title initially.
Select +Add Task once more and fill in the "Item Name" field with the initial phase of your project. Then, click on the disc icon to save. Note that the ID field is automatically populated with the cost codes from each line item, which becomes more pertinent when we are ready to move to the mange project plan tab within the project.
You can now start adding subtasks beneath each phase of your project. Subtask boxes are displayed in white, while main phase headings are shown in blue, making them easy to distinguish.
Click on the Item Name field to either select an item from the list or type directly into the field. Any assets and labour rates saved against this client in Settings will automatically be available for selection, or you can choose from items stored in the Inventory feature.
When selecting labour, the associated Shift Type will also be displayed. If you need guidance on adding items, refer to the instructions provided above.
Proceed to complete all required fields, including the Start Date and End Date. Enter the Quantity Required and Units (e.g., the number of hours needed).
The Cost Rate and Charge-Out Rate will automatically populate if rates are saved against the client. The Markup will update based on the cost rate vs. charge-out rate. If you manually adjust the markup, the charge-out rate will automatically recalculate to reflect the required value.
If you’d like to attach a photo to a line item, you can upload it directly. When exporting the PDF, simply tick the Photo checkbox to display the image alongside the line item.
When you press Save or hit Enter after entering the total price, the total will be automatically recalculated based on the cost rate. You can save a line item either by clicking the disc icon or by pressing Enter once you have filled in the quantity field and onwards.
You will also see the % of your profit displayed in the Total Projected Profit box for quick visibility.
Note: You can control which users can update the cost and charge-out rates in these fields through Roles & Permissions. Be mindful not to grant them access to the Clients tab if you do not want them to view or edit client information.
After saving, you have the option to click the non-billable box against the items. Non-billable items are discreetly excluded from the quotes and invoices, ensuring they are not billed to the client. Proceed by adding as many subtasks as required for each phase. Your labour rates will display the trade and shift.
When you’re ready to move to the next phase of your project, click +Add Task. As you add line items, the fields will update automatically:
Labour Costs will adjust based on the Cost Rate field when labour is added.
Asset Budget will update automatically based on the Cost Price of any selected assets.
If you manually type in items, they will be reflected in the Miscellaneous Budget field.
For each phase of the project, click +Add Task and enter the title for that phase. Use +Add Subtasks to break the phase down into as much detail as you need for tracking.
If you prefer a high-level view, you can simply add a single task title with the total amount for that phase. The level of detail in tracking your project is completely up to you.
To create a variation in the quote, follow these steps: begin by selecting +Add Task, then specify the title as "Variation." Subsequently, click on +Add Sub-Task to incorporate your items into the variation seamlessly.
Once you have finished preparing your quote and have been awarded the work, click Create Project Plan From Quote to generate the project plan directly from your approved quote.
After you click Create Project Plan From Quote, the system will process the update and the option will become grayed out to indicate that the project plan has been successfully created.
If you want to reuse this quote in the future, go to Actions and select Save As Template. This will save the current quote as a template for easy access when creating similar quotes later.
Assign a name to the template and then click on "Save Template."
The saved template will now be accessible on the create quote page, allowing you to choose it from the template drop-down menu.
If you need to make changes to the quote, click Edit Quote Details to open the quote details page and update the information as required.
To send the quote to your client, click Export as PDF, choose the desired options, and generate the PDF. You can then share the document with your clien
When exporting as a PDF, you’ll be presented with several options to customise how the document appears:
Choose Quote Type
Select the type of document you’d like to generate — Quotation, Estimate, Variation, or Delivery Docket.
Select Columns
Choose at least one column to include in the PDF. This allows you to control the level of detail your client will see. Available options include:
Item Name
Quantity
Charge-Out Rate
Total Price
Start Date
Units
Discount
End Date
Cost Rate
Margin
Select Rows
Choose at least one row option. You can display the Project Title, Tasks, or Sub-Tasks to customise how the information is structured.
Finalise and Export
Tick the specific items you want your client to view. Once you’ve made your selections, click Export to generate the PDF with your chosen details, ready to share with your client.
Now that you've successfully completed your quote after securing the bid, let's delve into managing your project plan. Click here for detailed instructions on project management.