⏳ This feature could look different across Teamwork.com accounts.

✔  Available on Scale subscriptions


What

  • Create professional, customizable quotations for clients before any project work begins.

Why

  • Support early funnel effort within Teamwork.com

  • Assist all stages of client work—from acquisition, expansion and retention

  • Cut out other disparate systems for building tools, and bring everything under one roof

  • Better connect accepted quotes to tentative work, and actual projects

Who

  • Site admins can manage Quotes.

When

  • You need to outline scope, costs, and timelines to provide clients with a clear project proposal.


Where to find Quotes
Quotes sit under the client, so naturally they are housed in the Clients View. This reflects real-world workflows, where quotes are typically created before any project work begins.

To access Quotes:
  1. Click Clients in Teamwork.com’s main navigation menu. Clients might be hidden under the …More option
  2. Click into the desired client
  3. Click the Quotes tab.
  4. If you haven't created a Quote yet, you'll see an empty state ready for your first entry.
  5. If you have created Quotes, you will see your Quote library complete with columns: Quote No., Issue Date, Valid Until, Last Updated By, Notes, Status, and Total Amount

Create a Quote
  1. Click + Add a quote
  2. Complete the details of the quote including:
  • Quote number: Fully customizable (alphanumeric, numeric, combination).
  • Issue date & validity: Set the issue date and expiry date to outline how long the Quote is valid.
  • Pricing: Choose between:
    • Quote has a fixed price – total stays the same regardless of line items. If selected, enter the quote total in the Fixed price field that appears.
    • Quote based on time & expenses – calculates the total based on itemized entries. If selected, the Quote Total won’t be present until line items are added.
  • Discount: Apply a percentage (%) or fixed amount ($) discount if desired
  • Tax: Apply tax if desired and choose whether the quote total is exclusive or inclusive of tax.
    • If exclusive, the tax amount will be added onto the Quote Total.
    • If inclusive, the tax amount will be retroactively calculated and show within the breakdown. The Quote Total will not change.
    • 🌎 Click Apply additional tax to add multiple tax options for regionalized support. Apply a max of 3 taxes and choose whether they compound or not. 🌎
  • Notes: Optional, but will be displayed on the Quote
3. Click Continue

Note: Once created, the default status of the Quote will be Draft. Quote status can be changed to Draft, Open, Accepted, or Rejected.

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🔎 Did you know🔎 When creating a new Quote, Teamwork.com reminds you of the most recently created Quote number, so you can follow a logical naming or numbering pattern.

Add line items to a Quote
Quotes support all kinds of line item entries—time-based, services, or products. 

Quote has a fixed price
Click + Add line item and a chart will appear to begin adding your entries
  1. Item: The name of the line item (time, service, expense etc)
  2. Description: Add any relevant details/notes if necessary
  3. Quantity: The volume of the item (number of hours, number of items purchased)
💡Hot tip💡Populate your Quote in a snap by clicking the three dots to the right and duplicating a line item.

Adding line items brings clarity to the affiliated work of the Quote, however with a fixed price Quote, the Quote Total will not change.

Quote based on time & expenses
Click + Add line item and a chart will appear to begin adding your entries
  1. Item: The name of the line item (time, service, expense etc)
  2. Description: Add any relevant details/notes if necessary
  3. Who: The user assigned to that item. (This is not visible on exported Quote, and is used internally to calculate the line item amount based on the user’s rate)
  4. Quantity: The volume of the item (number of hours, number of items purchased)
  5. Rate: The per quantity cost of the item (hourly rate, cost of item purchased)
  6. Amount (exc. tax): The total amount of the line item (quantity multiplied by rate)
💡Hot tip💡Populate your Quote in a snap by clicking the three dots to the right and duplicating a line item.

Adding line items brings clarity to the affiliated work of the Quote, and with a Quote based on time and expenses, the Quote Total will adjust according to line items added.

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Export a Quote
Once your Quote is complete, export to PDF to share with a client or upload into other softwares.

In the Quote library
  1. Find the desired Quote and click the three dots on the far right.
  2. Click Export to PDF
In the Quote itself
  1. Click Export to PDF in the top right corner.
💡Hot tip💡Once your Quote is exported, change the status to Open so you know the ball is in the client’s court.

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