Available on Scale and legacy Enterprise plans.
What
Manage existing quotes by updating details, refining scope and costs, changing quote status, previewing quotes, and exporting quote files.
Why
  • Keep scope, cost, and pricing accurate before sharing with a client.
  • Track quotes across clients in table or board view.
  • Review profitability before converting to a delivery project.
Who
  • Site admins and users with permission to access, create, and edit quotes can create and manage quotes across clients from Finance or from an individual client. They can also create and manage quote templates.
When
  • After a quote has been created and needs to be refined, shared, or progressed to delivery.

On this page

Find and view quotes

Use Finance > Quotes to review and manage quotes across clients. You can also open an individual client and use the client’s Quotes tab to review quotes for that client.
  1. Go to Finance and select Quotes.
  2. Use the view switcher to choose Table or Board view.
  3. Use Search or Filter to find the quotes you need.
  4. Select a quote to open it and review details, line items, and totals.

Use table view

Table view lists quotes across clients in a single table. The table includes quote details such as quote number, client, issue date, valid until date, last updated by, notes, status, total amount.

Use the quote's options menu to edit the quote, update its status, open the quote preview, export the quote, or delete the quote.

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Use board view

Board view groups quotes by status so you can review quote progress across clients. Quote cards show key information including the quote number, total amount, associated client, author, and date range.

Board view groups quotes into these columns: Draft, Open, Accepted, Rejected, Expired.

Use board view to review quote status across clients. You can move quotes between the manually selectable statuses where the status change is allowed.

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Expired quotes are based on the quote's Valid until date. Expired is not selected manually from the status menu.

Update quote status

Use statuses to track where a quote is in your review and approval process.
  • Draft: The quote is being built or reviewed internally.
  • Open: The quote has been shared and is awaiting a client response.
  • Accepted: The quote is approved and ready to move into delivery.
  • Rejected: The quote is not proceeding.
  • Expired: The quote has passed its Valid until date.

To update a quote’s status from the options menu:
  1. Go to Finance > Quotes.
  2. In Table view:
    1. Scroll to the relevant quote, then click the options button (three dots) on the quote's right.
    2. Select Update status, then choose from: Draft, Open, Accepted, or Rejected.
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  3. In Board view, drag and drop the quote to the applicable status column.
If a quote is expired, update the quote's Valid until date to change the expired status. The status menu does not include Expired as a manual status option.

Edit a quote

Quotes remain editable after creation, so you can update details and refine scope as work and pricing evolve.
  • Details: Use the edit option to update quote details such as dates, discount, tax, or notes.
  • Line items: Edit line item fields to reflect changes in work, time, or billable costs.
  • Sections: Add sections to group related line items and keep larger quotes organised.
Use drag and drop to reorganise line items between sections.
Line items can represent time-based work (tasks and allocations), billable expenses, and other custom items.

Assign people or roles

Assignments support planning and rate calculation as you refine a quote’s scope and cost.
  • Assign line items to a specific person to reflect who is expected to do the work.
  • Assign line items to a placeholder role (for example, Designer or Project Manager) when staffing isn’t confirmed yet.
Assignments are used internally and are not shown on exported client quotes.

Review totals and profitability

As you update quote details and line items, totals update automatically. Before exporting or converting a quote, review the totals summary to confirm the quote is ready to proceed.
  • Confirm the quote total reflects the intended scope and pricing.
  • Confirm discount and tax (if used) are applied as expected.
  • If available, review cost, profit, and margin to validate viability before delivery.
For fixed price quotes, individual rates and cost-based totals are not used, since the quote total is defined up front.

Export and share quotes

Quotes can be exported from the quote actions menu or from the quote preview. The workflow you choose affects whether you can customize the PDF before export.

Export immediately from the actions menu

Use the quote actions menu when you want to export a quote immediately.
  1. Go to Finance > Quotes.
  2. Click the options button (three dots) for the quote.
  3. Select Export quote.
  4. Choose PDF or CSV.
Exporting from the actions menu generates the export immediately. Use quote preview if you need to customize the PDF/CSV first.

Customize a quote before exporting

Use Quote preview when you want to review and customize the PDF layout before exporting.
  1. Go to Finance > Quotes.
  2. Select the relevant quote
  3. Click Quote preview in the quote's top right.
  4. In the export modal, choose PDF as the export format.
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  5. Use the toggles to show or hide columns.
  6. Click and drag columns to rearrange the order in the exported file.
  7. Review the preview, then click Export quote.

Use Quote preview to review what will be included on the exported PDF before you share it with a client. Exported quotes only include client-facing information such as line items, totals, and notes. Internal details like costs, profit, margin, and assignments are not shown.

Convert a quote to a project

Convert an accepted quote into a project to move from proposed work into active delivery and execution. Converting a quote creates a linked project and carries over key details so you can begin scheduling, assigning, and tracking work straight away.

What happens when you convert

  • Task (hours) line items are created as tasks in the new project.
  • Allocation (hours) line items are added to the project Schedule as allocated hours.
  • The project inherits key details such as the client, people, dates, and description (you can adjust these during conversion).
  • You choose whether the project is Tentative or Confirmed.
  • You select a budget type (No budget, Fixed fee, Time & materials, or Retainer).

Convert from the quote

  1. Open the quote you want to convert.
  2. Click Convert to project in the top-right corner.
  3. Enter the project's details, then click Next:
    1. Project type:
      1. Tentative: Plan the work privately. Only admins and project admins can view and manage tentative projects.
      2. Confirmed: Create a standard project visible to assigned users and collaborators.
    2. Project name
    3. Associated client
    4. Optional: start and end dates, people, tags, description
  4. Review the tasks created from Task (hours) line items. Adjust dates or estimates if needed, then click Next.
  5. Set a project budget (optional): no budget, fixed fee, time & materials, retainer.
  6. Click Create project to finish converting the quote.

After you convert

  • The project is created and linked to the original quote.
  • Tasks created from the quote appear in the project task list(s).
  • Allocated hours appear in the project Schedule for the relevant people or roles.
  • The original quote remains available for reference and reporting.