Building a quote your client can approve online
The builder is where most of the day goes, so it is the part worth learning properly. The short version: build it from your inventory, send a link, and let the approval carry through to the invoice without anything being retyped.
Screenshots are from a demo workspace. Where a step has more than one, select Play walkthrough to watch them in order, or Next frame to go at your own pace.
About fifteen minutes to get the shape of it
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1. Start from a job you are actually working on
A real job beats a test one. How you group things, what your client expects to see: those questions surface in the first ten minutes instead of the first week. The Quotes list shows every quote with its status and whether the client link is locked to an approved revision.
The Quotes list: number, client, event, date, value, status and whether the client link is locked to an approved revision. -
2. Group lines into sections
Sections are how a quote becomes readable: equipment, labor, logistics, custom. Lines come from the catalog with their rate and days already filled in. Sections also give you somewhere to apply a discount, because a discount can sit on a single line or across a whole group. Ten percent off the lighting package without touching anything else.
The quote builder: sections for equipment, labor and logistics, a document log, commercial status and the team on the quote. -
3. Decide how much pricing the client sees
The Pricing panel sets the document detail: every line priced, lines without prices, or section totals only. The same panel switches case contents and replacement values on or off for the client copy, and holds the document discount and tax rate.
Pricing controls: how much detail the client sees, section and line discounts, case contents, replacement values and tax. -
4. Send it and let the client read it in a browser
Sending creates a link. No account for them to make, no PDF attachment to lose in a thread, and no wondering whether they opened the right version: the link is tied to the revision you sent, so later internal edits stay internal until you push a new client version. The client sees the quote, the event snapshot and how long it is valid, and approves it there with a typed name and a drawn signature.
Send Quote: the live link, which revision the client sees, the dry rental portal link, and a preview of the client-facing PDF. 1 / 3 -
5. Turn the yes into an invoice
An approved quote becomes an invoice with the numbers intact. That is the step where figures usually start drifting apart between documents, and it is the reason to let the approval do the work rather than rebuilding it by hand. The invoice page tracks payments, raises a deposit invoice against the total, sends receipts and carries its own client link.
An invoice: balance due, payment tracking, deposit invoice creation, receipts and the live client link, all on one page. 1 / 2
Worth knowing
- Quoting the same shape of job repeatedly? Save one as a template and start from that instead of a blank page. Templates copy into a new quote; editing the template later never changes quotes already made from it.
- Need money up front? Raise a deposit invoice against the quote and bill the balance later. The deposit is credited against the final invoice rather than tracked on a separate sheet.
- Have the scope in a spreadsheet already? CSV Tools on the Quotes list turns a CSV into a draft quote with its sections, discounts and pricing.
No workspace yet?
The free plan covers the whole path this guide describes, with no card. Open one and follow along with a job you are actually working on.