Quotes & Estimates

Create professional estimates, send quotes to clients, and convert to invoices.

Quotes & Estimates

Create professional estimates and quotes, send them to clients, and convert them to contracts or invoices.

What's a Quote?

A quote (also called an estimate) is a non-binding proposal for a job. It shows the client:

  • Scope of work
  • Materials and labor costs
  • Total price
  • Timeline

Quotes can be converted to contracts or directly to invoices once accepted.

Creating a Quote

Step 1: Start a New Quote

  1. Go to Plugins → Quotes
  2. Click + New Quote
  3. Select the client

Step 2: Add Line Items

Break down the job into line items:

  • Service/Material: What's being charged for
  • Description: Details about the work
  • Quantity: How many (hours, square feet, items)
  • Rate: Price per unit
  • Amount: Auto-calculated

Tip: Create a service library in settings for common items. You'll pick them from a dropdown next time.

Step 3: Add Taxes & Adjustments

  • Subtotal: Auto-calculated
  • Tax rate: Select or enter custom rate
  • Discount: Fixed amount or percentage
  • Total: Final amount due

Step 4: Customize

  • Quote number: Auto or custom
  • Valid until: When the quote expires (e.g., 30 days)
  • Payment terms: Net 30, Due on receipt, etc.
  • Notes: Special conditions, warranty info, payment instructions
  • Company logo: For professional look

Step 5: Send to Client

  1. Click Send
  2. Choose: Email, SMS, or Print
  3. Add personal message (optional)
  4. Click Send Now or Schedule

Quote Workflow

Draft → Sent → Accepted → Convert to Invoice or Contract
              ↓
            Declined (archived)

Quote Status

  • Draft: You're still editing
  • Sent: Delivered to client
  • Viewed: Client has opened it
  • Accepted: Client agreed to the price
  • Declined: Client said no
  • Expired: Quote validity period ended

Converting a Quote

Quote → Invoice (direct) Use when:

  • Client accepted and wants to proceed immediately
  • No contract needed
  • You want to bill right away
  1. Open accepted quote
  2. Click Convert to Invoice
  3. Review details
  4. Adjust if needed
  5. Click Create Invoice

Quote → Contract → Invoice Use when:

  • Complex jobs requiring signed agreement
  • You need legal terms documented
  • Client prefers formal contract
  1. Open accepted quote
  2. Click Create Contract
  3. Taskyy generates a contract from the quote
  4. Client signs
  5. Convert contract to invoice when job is done

Managing Quotes

Bulk Actions

  • Send reminders: Auto-remind clients to review pending quotes
  • Mark expired: Convert old quotes to expired
  • Duplicate: Create similar quote for another client

Search & Filter

  • By client: All quotes for that client
  • By status: Pending, accepted, declined
  • By date: Created, sent, or expiring soon

Best Practices

  • Itemize clearly: Help clients understand the cost breakdown
  • Be specific: Describe exactly what's included
  • Set expiration: Encourage quick decisions (30 days common)
  • Include terms: Payment methods, timeline, warranty
  • Follow up: If no response after 1 week, send friendly reminder
  • Archive declined: Keep history but don't clutter active list

Quote vs. Invoice

| Quote | Invoice | |-------|---------| | Pre-work estimate | Post-work bill | | Non-binding | Binding demand for payment | | Can be declined | Expects payment | | Often expires | No expiration | | Client may negotiate | Terms are set |

Related Help

Last Updated: 2026-07-15
Questions? Watch our video or contact support