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Documentation Index

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A quotation, also known as an estimate, is a formal document provided to a customer that details the expected costs for a specific service or project. It includes a breakdown of services, materials, labor, and any additional expenses. As a preliminary agreement, a quotation helps set clear expectations for the scope of work and associated costs.
Navigation: Accounting -> Quotes -> + New (Quote)
  1. Click the “Accounting” module from the left navigation menu and select “Quotes.”
  1. Click “+ New Quote” to create a new quote.
  1. Select either “Customer ”, ” Organization”, or “Property” to associate with the quotation.
  2. Click ”+ Add” to associate the various modules.
    NewYou can now associate multiple assets with a quote.
  3. A side panel will appear. Select the required module and click the “Proceed” button.
  4. The billing and service contact details are automatically populated based on the selected customer or organization.
  5. Fill in the mandatory fields in the Quote Details section:
  • Quote Date
  • Expiry Date
  • Quote Template
    Note: The Quote Sold By field allows you to assign an internal user responsible for the quote. This user is the sales representative or team member handling follow-ups and closing the deal. It helps to track ownership, filter quotes by user, and measure individual sales performance. If it is not assigned manually, the quote is automatically assigned to the user who created it.
  1. Click ”+ Add” in the Parts & Services section and select an option to add parts, products, or services to the quotation, such as Line Item, Bundle, Section, Item Group, or Custom Line Item.
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If Mandate asset association to line items is enabled in the Settings and your quote includes one or more assets, ensure every line item has an asset selected. Otherwise, you won’t be able to save the quote.
When you add a non-billable item directly to a quote, its cost is included in the total, ensuring proper tracking. However, if a non-billable item is part of a transaction (such as a job or contract) and that document is later converted into a quote, the item will not appear on the invoice. This is because non-billable items are excluded from the billable total.
After adding parts, products, and services, you can edit or update the Markup value and its discount by following these steps:
  1. Locate the line item in the list of added parts, products, or services.
  2. Click the context menu (three-dot ellipsis) next to the item you want to update.
  3. Choose the Edit option. An Edit Line Item pop-up will open.
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  • Adjust the markup type to Flat (+), Percentage (%), or Multiplier (x) based on your requirement and enter the desired value for the selected markup condition.
  • Edit the discount as either a percentage (%) or a fixed amount (USD) and enter the desired value in the Discount field.
  1. Click Update Line Item to apply the changes.
  1. If Track Serial Number is enabled and Mandate Serial No is turned on in Settings, you must need to enter a serial number before proceeding.
  2. After adding parts and services to the quote, transactional discounts and global taxes will be applied.
Notes:
  • If a line item includes a custom tax, transactional discounts, and global taxes cannot be applied.
  • Transactional-level discounts apply only when all parts and services in the quote are either fully taxable or fully non-taxable.
Tax display in templatesThe way taxes appear on your quote PDF — for example, whether tax is shown separately per line item or as a single total — is controlled by your document template settings. Some regional billing standards, such as Canadian invoicing requirements, require taxes to be displayed separately from each line item on the document. If you need to change how taxes appear on your quote or proposal templates, contact Support Your administrator cannot change this setting directly.
  1. Adjust the margin percentage to instantly recalculate markup % and the total selling price for all line items.
  2. Enter the details for any custom fields configured in the settings.
  3. Click ”+ Add Attachments” to upload any quotation-related files.
  4. Click ” Save as Draft” to temporarily save the quotation. In the confirmation pop-up, click ” Save as Draft” again to confirm.
  1. The quotation is created successfully.

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Send a quotation

After you save a quotation, you can send it to the customer for review and acceptance.
  1. Open the quotation from the Quotes listing page.
  2. Select Send at the top right of the details page.
  3. A send dialog appears. Before you send, review the Document Template field in the dialog.
    The Document Template field in the send dialog controls which template is used to generate the PDF the customer receives. This is separate from the template you selected when you created the quote. If you change the template here, the PDF layout and content will reflect the newly selected template — not your original selection. Always confirm that the correct template is selected before sending.
  4. Make any other adjustments to the email details, then select Send.
The customer receives the quotation as a PDF based on the template selected at send time.
Note: If you have recently edited a quote, wait at least one minute before sending the email. Sending immediately after making changes may result in the PDF attachment showing outdated values. The electronic signing link will always reflect the latest version.

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Set a default document template

To avoid selecting the wrong template each time you send, you can configure a default document template in your settings. The default template pre-populates the Document Template field whenever you send a quotation.
  1. Go to Settings.
  2. Go to Accounting, then select Document Templates.
  3. Locate the template you want to set as the default.
  4. Select the context menu (three-dot ellipsis) next to the template.
  5. Select Set as Default.
The selected template now pre-populates the Document Template field each time you send a quotation.
Setting a default template does not prevent you from selecting a different template at send time. Always review the Document Template field before sending to confirm that the correct template is selected.
Quotations are sent to customers for their review and acceptance before the job begins. Once the customer accepts the quotation, technicians can proceed with the services or replacement of parts listed in the document.