Quotes
Create and send quotes and estimates to customers.
Quotes (also called estimates) let you provide pricing to customers before creating an invoice. Navigate to Sales > Quotes.
Creating a Quote
- Click New Quote
- Select the customer contact. Line tax defaults from that contact’s default tax rate (Contacts → Bookkeeping). Tax-exempt contacts get No tax. Changing tax on a line — including No tax — is kept if you later change the customer. New lines pick up the current customer’s default.
- Add line items with descriptions, quantities, and prices. Optionally pick a stock item from the catalogue — that fills the description and sale price when those fields are still empty. Free-text lines without an item are still valid. Stock lines do not show an Account picker (the item’s revenue account is stored when it has one).
- Set an expiry date
- Save as draft or send to the customer
Editing a Draft
A quote can be edited while it is still a draft (before it is sent).
- Open Sales → Quotes and click the draft
- Click Edit
- Change the customer, dates, currency, reference, notes, or line items
- Click Save Quote
Sent, accepted, declined, expired, and converted quotes cannot be edited. To change a sent quote, create a new one.
Quote Fields
| Field | Description |
|---|---|
| Quote Number | Auto-generated unique identifier |
| Customer | Contact receiving the quote |
| Currency | Fills from the customer’s currency (organisation base if the contact has none). Change it to quote in a different currency; that override is kept if you change customer. |
| Date | Quote issue date |
| Expiry Date | When the quote expires |
| Line Items | Products/services being quoted. Optional catalogue item; free-text is allowed. |
| Tax | Defaults from the customer’s default tax rate (or No tax if tax-exempt / unset). Override per line. |
| Total | Calculated total including tax |
| Status | Draft, Sent, Accepted, Declined, Expired |
Status Flow
- Draft - Quote is being prepared
- Sent - Quote has been sent to the customer
- Accepted - Customer has accepted the quote
- Declined - Customer has declined
- Expired - Quote passed its expiry date without response
Sending Quotes
When you click Send on a draft quote, a confirmation dialog lets you:
- Send Email - Enter the recipient email, customize the subject and message, then send. The customer always receives a portal link to view and accept the quote (signed link, 30 days, no password).
- Attach PDF - Optional. Off by default. When checked, the quote PDF is attached to the same email as well as the portal link.
- Mark as Sent - Change the status without emailing
Downloading PDFs
Quotes can be downloaded as PDF from the quote detail page at any status (draft, sent, accepted, declined, expired, converted):
- Click Download PDF
- Via API:
GET /api/v1/quotes/{id}/pdf?format=pdf - Via MCP: use the
get_quote_pdftool
To customize how your PDFs look, see Templates.
Sent emails appear in the Email History section on the quote detail page. You can resend any previous email from there.
Converting to an Invoice
When a customer accepts a quote:
- Open the accepted quote
- Click Convert to Invoice
- Review the invoice details
- The invoice is created with all line items from the quote, including any catalogue item on those lines so sending the invoice can relieve stock
- The quote is marked as invoiced
Quotes never reserve or decrement stock. Quantity on hand changes when the resulting invoice is sent.
PDF Download
Quotes can be downloaded as PDFs. The layout matches your configured template, including your branding, accent color, bank details, and notes. To customize the appearance, go to Settings > Templates and create or edit a Quote template. See Templates for all available options.