Quote editor

The Quote editor is where you build detailed proposals, configure pricing options, and prepare quotes for clients. This page explains every control and feature so you can use the editor effectively.

The toolbar at the top of the editor contains the primary actions for managing the quote:

Save: Saves the current quote as a draft. This action is required before you can access Team Notes or send the quote. Once saved, the quote receives a permanent quote number (e.g., QUO-1001).
Preview: Opens a preview mode showing exactly how the client will see the quote. In preview, you can test interactive elements like optional items and multiple-choice selections.
Send Quote: Opens the sending panel with options to email the quote directly or generate a shareable link.
Actions menu: Contains additional options like managing quote versions, duplicating the quote, or deleting it.

Quote details panel

This section at the top of the editor defines the core metadata for the quote.

Client selection (For field)

The For field determines which client receives the quote.

Search existing clients: Type the client name to search your client database. Matching clients appear in a dropdown.
Add new client: If the client doesn’t exist, click + Add new client to create them on the spot. You’ll enter their business name, contact details, and address.
Multiple contacts: After selecting a client, you can add multiple contacts using Add another…. This is useful when you need to send the quote to both the business owner and their accounts team. The first contact is the primary recipient; additional contacts receive a CC.

Sender selection (From field)

The From field shows who is sending the quote.

Defaults to your user account.
Click to select a different team member if you’re drafting the quote on their behalf.
The selected sender’s name and email appear in the email that goes to the client.

Dates

Sent Date: Defaults to today’s date. Click to open a date picker and change it if needed.
Valid Until: Defaults to today’s date plus your standard expiry period (configured in Quote Settings, typically 30 days). Click to adjust for urgent or extended quotes. After this date, the quote status automatically changes to expired.

Branding

Click Select Branding to choose which brand template applies to this quote.

Brand templates control the visual appearance: logo, colors, fonts, and layout.
They also determine the reply-to email address that appears when clients respond.
If you have multiple brands (e.g., for different business divisions), select the appropriate one here.

Payment Terms

Click Select terms to apply a payment term configuration.

Payment terms define when payment is due when this quote converts to an invoice.
Common configurations include:
- Net 30: Payment due 30 days from invoice date
- 50% Deposit: Requires an upfront deposit with balance due later
- Cash Sale: Immediate payment required
These terms are created and managed in the Payment Terms tab of the Quotes module. When the client accepts the quote and an invoice is automatically created (via On Acceptance Rules), the due date calculates automatically based on these terms.

Totals summary

The right side of the details panel shows live calculations:

Subtotal: Sum of all line items before tax.
GST: Tax amount calculated based on the tax codes assigned to each line item.
Total AUD inc GST: Final amount including tax.

The display format (whether prices show as tax-exclusive or tax-inclusive) depends on your global Quote Settings.

Building the quote

Below the quote Title field, you construct the actual proposal using line items and sections.

The line item table

Each row in the table represents a product, service, or expense you’re quoting. The columns work as follows:

Column	Description
Item Code	An optional code for internal reference (e.g., “WEB-001”). This helps you quickly find items later.
Product/Service	The name of what you’re selling. Type to search existing items from your Items library, or enter custom text.
Description	Detailed text explaining what the line item includes. This appears on the client-facing quote.
Account/Tax	Two dropdowns: the general ledger account (e.g., “200 - Sales”) and the tax rate (e.g., “GST 10%”). These affect your accounting and the tax calculation.
Unit Price	Two input fields: ex (exclusive of tax) and inc (inclusive of tax). Enter one and the other calculates automatically based on the tax rate.
Qty	Quantity of the item. The Total column multiplies unit price by quantity automatically.
Total	The calculated line total (unit price × quantity).

Adding files to a line item

Click + Add files on any row to attach images, PDFs, or documents directly to that specific line item. These attachments are visible to the client when they view the quote.

Reordering line items

Use the up and down arrow buttons on the right side of each row to reorder lines. This changes how items appear to the client.

Deleting line items

Click the Delete button (trash icon) to remove a line. You’ll be asked to confirm before it’s permanently removed.

Sections

Sections are logical groupings that help organize complex quotes.

Creating sections: Click Add section below on any line to insert a section break. This creates a visual separator and subtotal for the items above it.
Section subtotals: Each section calculates its own subtotal, making it easy for clients to understand pricing for different phases or categories of work.
Example use: Break a website project into “Phase 1: Design”, “Phase 2: Development”, and “Phase 3: Launch” with section subtotals for each phase.

Group selection mode

Click the Toggle group selection mode button (checklist icon at the bottom of the table) to reveal checkboxes next to each row.

Select multiple items: Check the boxes for several rows to select them as a group.
Bulk actions: With multiple items selected, you can move them all together or delete them all at once.
Use case: Useful when you need to reorganize large quotes or remove entire phases of work.

Advanced line options

Click the More options button (three dots icon) on any line to access advanced selling features. A dropdown menu appears with these options:

Optional Item

Adds a checkbox next to the item on the client-facing quote.

The client can choose whether to include this item in their acceptance.
If checked, the item’s price is added to the total; if unchecked, it’s excluded.
Use this for upsells, add-ons, or optional services that the client might want but aren’t required.

Multiple Choice

Groups consecutive items together as radio button options.

The client must select exactly one option from the group.
The quote total updates to reflect only the selected option’s price.
Important: You must apply “Multiple Choice” to two or more adjacent rows for this to work as a radio-button group.
Example: Offer “Standard Package” ( $1,000) and "Premium Package" ($ 2,000) as mutually exclusive choices.

Editable Quantity

Allows the client to adjust the quantity before accepting the quote.

The client sees a quantity input field they can modify.
The total updates automatically based on their selection.
Example: Let the client choose how many user licenses ($50 each) they want to purchase.

Discount %

Applies a percentage discount to the specific line item.

Enter a percentage (e.g., “10” for 10% off).
The discount is visible to the client on the quote.
The discounted amount is subtracted from the line total.

Discount Fixed Amount

Applies a flat dollar amount discount to the line item.

Enter a fixed amount (e.g., “100” for $100 off).
The discount is visible to the client.
Use this for specific promotional amounts rather than percentages.

Cost Price + Markup

Tracks your internal cost and calculates profit margin.

Enter your cost price for the item (what you pay to provide it).
The system calculates your margin percentage based on the selling price.
This information is strictly internal and never appears on the client-facing quote.
Use this to ensure you’re maintaining healthy margins on each line item.

Notes & Terms

Text sections allow you to add content without pricing columns.

Adding text: Click Add text section at the bottom of the editor.
Content: Use this for introductions, project scopes, terms and conditions, or any explanatory text.
Client visibility: All text sections are fully visible to the client on the final quote.
Formatting: Text supports basic formatting and appears in the same visual style as the rest of the quote.

Team Notes

The Team Notes panel is an internal discussion thread attached to the quote.

Unlock condition: This panel becomes available only after you click Save for the first time.
Mentions: Type @ followed by a team member’s name to mention them. They’ll receive a notification.
Purpose: Discuss pricing strategy, scope changes, or client history with your colleagues before sending.
Privacy: Team notes are completely internal and never visible to clients, even after the quote is sent and accepted.

Preview mode

Click Preview in the top toolbar to see the client-facing version of the quote.

Interactive testing: You can click optional items and multiple-choice options to see how the total updates.
Visual confirmation: Verify that branding, formatting, and content appear as expected.
No edits: Preview mode is read-only; return to the editor to make changes.

Sending the quote

When you’re ready to deliver the quote, click Send Quote to open the sending panel.

Send Email tab

Send the quote directly from the platform.

Recipients: Automatically populated from the contacts you selected in the For field. You can add or remove recipients here.
Subject: Customize the email subject line. Default is typically “Quote from [Business Name]”.
Message: The email body content. Use placeholders for personalization:
- [CLIENT_NAME] - The client’s business name
- [CONTACT_NAME] - The specific contact person’s name
- [QUOTE_NUMBER] - The quote reference (e.g., QUO-1001)
- [QUOTE_TOTAL] - The total amount including tax
- [QUOTE_LINK] - The direct link to view and accept the quote online
- [BUSINESS_NAME] - Your business name
Include PDF attachment: Check this to attach a PDF version of the quote to the email. Clients can download this for their records.

Generate a public URL for the quote.

Use case: Send the quote through your own email client, SMS, WhatsApp, or other channels.
Security: The link is secure and unique to this quote. Anyone with the link can view it.
Copy: Click to copy the URL to your clipboard.

After sending

Once you send via email or copy the share link, the quote status automatically changes from draft to sent.

The quote now appears in your Quotes list with status “sent”.
You can track when the client opens the quote (viewed/unopened indicator).
The client can view, accept, or decline the quote using the link.
When accepted, an invoice is automatically created if On Acceptance Rules is configured.