Build and Price a Quote

A quote is priced line by line on its own page. You can change it while it is a draft, in internal review, or when the customer has asked for changes. Once it is sent, its estimate is locked.

Start the Quote

1. Go to Quotes and choose New Quote.
2. Choose the customer, and the site if the work is at one of theirs.
3. Give it a Quote Title that says what the work is. The customer sees it at the top of the quote.
4. Check Valid Until. It starts 30 days out, and the quote expires on its own once that date has passed.
5. Choose Create Quote. The quote opens on its Quote tab, with every part of it on one page.

You can also start a quote from a customer's page with New Quote, which fills in the customer for you.

Add the Lines

The Estimate panel is one sheet: a row for each line, under the columns Description, Qty, Cost, Markup, Sell and Total. Type straight into any cell, and the line's total and the price beside it follow.

1. At the foot of a section, type in the row that reads “Add a line: type to search the price book”.
2. Pick a price book item to add it with its cost and sell price. Or press Enter to add what you typed as a line of its own; the box beside the row sets its type (labour, materials, equipment and so on).
3. Fill in the quantity, then the cost and either a markup or a sell price.

• Type a markup and Deployr works the sell price out from the cost. Type a sell price to set it yourself, and the markup shows what that comes to.
• Lines stand under sections. Choose Section at the foot of the sheet to add one, and type its name on its strip. Each section has its own subtotal. Group By switches the sheet between your sections and Cost Type.
• Choose Assembly to add a ready-made set of lines. In Add Assembly, set the quantity and add it as an Itemised Breakdown or a Single Flat-Rate Line, then choose Add to Estimate.
• The arrow at the end of a line opens what it needs less often: its type, unit, section and Xero coding, with Duplicate and Remove.
• A line with no cost price says so under its name, because the margin reads high until it has one.

Set the Price

The Price panel beside the quote shows what the customer will pay, including 10% GST. What you can change is typed in the row it changes.

• Contingency adds an allowance on top of the lines, as a percentage. The customer never sees it as a figure of its own: it is part of their subtotal.
• Discount takes a percentage, a dollar amount or both off the whole quote.
• Margin comes from the cost prices on the lines. Type your target beside it, and the panel says when the margin falls below it. The customer never sees your costs, markup or margin.

Scope, Terms and Payments

The rest of the quote follows the estimate on the same page, in the order it is written.

• Scope of Work is what the quote covers, in your words.
• Exclusions and Assumptions lists what isn't included and what you have assumed.
• In Deposit and Claims, tick Deposit Required Before Works Commence and set a percentage or a fixed amount. Add progress claims for staged work, each with a name, what triggers it and its percentage.
• Terms holds the terms and conditions. If you have published quotation terms under Settings → The Business → Legal Documents, a new quote starts with them. The terms it goes out on are settled when you send it.
• Files on Attachments and the Equipment Schedule go to the customer with the quote.

Check It Before It Goes

Before It Goes Out, beside the quote, lists each part and where it stands: written, not written, or worth fixing first, such as a missing contact email or a line with no cost price. Choose an entry to go to that part. It is a guide, and it never stops you sending.

Reuse a Quote

Choose Templates on the quote to save it as a template, for every customer or for one. On another draft, pick the template from Apply Template at the foot of the Estimate panel. Its lines are added to the quote, and its scope and terms fill in any that are empty. On a phone, Templates is under More.