Quote Settings

The Quote Settings tab configures global defaults that control quote numbering, expiry periods, tax display, and automation rules for your entire business.

Quote Numbering

Control the sequence of quote numbers generated for new quotes.

When to adjust

Typically set once during business setup or migration from another system. The system automatically increments numbers - you rarely need to change this.

Numbering display

• Your highest existing quote: Shows the current maximum quote number
• Suggested next number: Recommended value (current max + 1)
• Next Quote Will Be: Preview of the next generated number

Setting the next number

1. Review the suggested next number
2. Enter your desired Next Number in the field
3. Click Update Next Number
4. The system confirms the new sequence

Important considerations:

• Don’t overlap: Ensure new number is higher than any existing quotes
• Migration continuity: Use this when importing from other systems
• Gaps are OK: Missing numbers won’t cause issues
• Format: Numbers combine with “QUO-” prefix automatically

Example scenarios

Migration from another system:

• Old system had quotes up to #500
• Set Next Number to 501
• New quotes start at QUO-501

Correcting a sequence error:

• Accidentally created test quotes at high numbers
• Reset to actual business quote count + 1
• Prevents large gaps in numbering

Default Quote Expiry Period

Set how long quotes remain valid by default.

How it works

When you create a new quote, the expiry date automatically calculates as:

• Quote creation date + Expiry Period days
• Can be overridden per quote in the Quote Editor

Setting the expiry period

1. Enter Days Until Expiry (1-365)
2. Click Save Expiry Period
3. New quotes pre-fill with this offset

Common expiry periods

Per-quote overrides

The default is just a starting point. In the Quote Editor:

• Click the expiry date field
• Select any date on the calendar
• Override for special circumstances

Expiry implications

• Client can’t accept: After expiry, the quote link shows expired status
• Still viewable: Clients can see expired quotes but not accept
• Reactivating: Update the expiry date to re-enable acceptance
• Reports: Expired quotes appear in status filters

Default Tax Display Mode

Control whether prices appear tax-exclusive or tax-inclusive in quotes.

Display modes

Items Exclude Tax

• Line items show prices before GST
• GST calculated and shown separately
• Total includes GST in summary
• Common for B2B transactions

Items Include Tax

• Line items show prices including GST
• GST component shown separately in summary
• Total matches sum of line items
• Common for B2C retail

How to change

1. Click your preferred mode button
2. Click Save Tax Display Mode
3. Change applies to both Quote Editor and Quote Viewer

When to use each mode

Exclude Tax (B2B):

• Business clients expect to see pre-tax pricing
• Helps with their GST claim calculations
• Standard for professional services
• Default for most Australian B2B

Include Tax (B2C):

• Consumers prefer all-inclusive pricing
• Avoids surprise at checkout
• Retail and consumer services
• Aligns with consumer expectations

Impact on existing quotes

• Quote Editor: Immediate change for new and existing drafts
• Quote Viewer: Immediate change when clients view
• Sent quotes: Already sent quotes show original mode when viewed

AU compliance

Both modes comply with Australian tax invoice requirements:

• ABN displayed (from business settings)
• GST amount shown separately
• Total GST for the transaction visible
• “Tax Invoice” label on final invoices

Show Item Codes

Toggle whether item codes appear in the client-facing Quote Viewer.

When to enable

Enable item codes when:

• Clients reference specific items during discussions
• You have a catalog system clients understand
• Long-term contracts with recurring items
• Clients order by code rather than description

When to disable

Hide item codes when:

• Codes are internal references only
• Clients find codes confusing
• Quotes contain mostly custom items
• You prefer clean, simple presentation

How to toggle

1. Click the toggle switch next to “Display item codes in quotes”
2. Setting saves automatically
3. No button to click - immediate effect

Client experience

Enabled:

Item Code  Description              Qty    Price
SRV-001    Consulting Services      10     $150.00
PROD-12    Hardware Package          1     $499.00

Disabled:

Description              Qty    Price
Consulting Services      10     $150.00
Hardware Package          1     $499.00

Best practices

• Be consistent: Choose one approach and stick with it
• Train clients: If using codes, ensure clients understand them
• Code design: Use meaningful codes if displaying to clients
• Catalog approach: Consider a separate item catalog if codes are important

On Acceptance Rules

Do accepted quotes automatically create invoices? Yes! Rebased can automatically generate invoices when clients accept quotes. Configure this behavior here.

Automate what happens when a client accepts a quote.

Available rules

Create draft invoice

• Generates an invoice in “draft” status
• You review and approve before sending
• Time to verify details or make adjustments
• Recommended for most businesses

Send approved invoice

• Generates and immediately sends the invoice
• Client can pay immediately
• No manual review step
• Use when quotes are always accurate

How to configure

1. Click the radio button for your preferred rule
2. Click Save Settings
3. Rule applies to all future quote acceptances

Rule comparison

When quotes are accepted

Acceptance can happen via:

• Client clicks “Accept” in Quote Viewer
• You manually mark as accepted in Quote Editor
• API or integration acceptance

Invoice content

Generated invoices include:

• All quote line items
• Same pricing and GST
• Client details from quote
• Reference to original quote number
• Your configured payment terms

After acceptance

Draft invoice path:

1. Quote status changes to “accepted”
2. Draft invoice created
3. You review in Invoices tab
4. Edit if needed, then send
5. Client receives invoice email

Approved invoice path:

1. Quote status changes to “accepted”
2. Invoice created and sent immediately
3. Client receives invoice email
4. Can pay straight away

Changing the rule

You can change this setting anytime:

• Existing accepted quotes stay as-is
• Only affects future acceptances
• No impact on already-created invoices

AU-specific notes

• Numbering: Align quote sequence with AU record-keeping requirements
• Expiry dates: Consider AU public holidays when setting periods
• Tax display: Both modes meet AU tax invoice standards
• On acceptance: Ensure invoice timing aligns with your GST reporting period
• Documentation: Keep records of quote acceptance for AU compliance

Best practices

Initial setup

Set these once when configuring Quotes:

1. Quote Numbering: Start at 1 unless migrating
2. Expiry Period: 30 days is standard for AU services
3. Tax Display: Exclude for B2B, Include for B2C
4. Item Codes: Disable unless you have a catalog system
5. On Acceptance: Start with “Create draft invoice” for safety

Review periodically

• Numbering: Check if gaps need correction during annual review
• Expiry: Adjust if market conditions change
• Tax mode: Change if business model shifts (B2B to B2C)
• Acceptance rule: Switch to “Send approved” when confident in quote accuracy

Integration with workflow

• Sales process: Ensure team knows expiry periods for follow-up timing
• Accounting: Tax display mode affects how you review quotes
• Automation: On acceptance rules reduce manual invoice creation
• Client communication: Item codes setting affects quote presentation

Team training

Ensure staff understand:

• How to override defaults per quote
• When expiry dates can be extended
• Impact of acceptance rules on workflow
• How to identify which settings are active