Available on Scale and legacy Enterprise plans.
This feature may vary between different Teamwork.com accounts.
Feature overview
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 to expansion and retention.
  • Eliminate disparate systems and bring everything under one roof.
  • Better connect accepted quotes to tentative work and actual projects.
Who
  • Site admins can access the Quotes area to create and manage quotes.
When
  • You need to outline scope, costs, and timelines to provide clients with a clear project proposal.
On this page

Access the Quotes area

Quotes sit under each client and 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. Clients may be under … More.
  2. Click into the desired client.
  3. Click the Quotes tab.
Client profile showing the Quotes tab selected
Tips
  • Search and filter: Find a quote by name or notes, or use filters to refine results.
  • Options (⋮): Edit, update status, export to PDF, or delete from the row’s menu.
  • Columns shown: Quote no., Issue date, Valid until, Last updated by, Notes, Status, and Total amount.
  • First time? If you haven’t created a quote yet, you’ll see an empty state prompting you to create your first quote.

Build a quote

Step 1: Create quote

  1. Click Add quote.
  2. In the quote window, complete the fields:
    • Client: Auto-filled when you add the quote from within a client.
    • Quote no.: Fully customizable. Teamwork.com shows the most recent quote number, so you can continue a consistent numbering sequence.
    • Create from:
      • Scratch, project template, or task list template. Template options open a selector.
    • Issue date and Valid until: Define how long the quote is valid.
    • Pricing:
      • Fixed fee: total remains static regardless of line items.
      • Time and materials: total calculates automatically from line items. The quote total updates as line items are added.
      Pricing options: Fixed fee or Time and materials
    • Apply discount: Add a percentage (%) or fixed amount ($).
    • Apply tax: Choose whether prices are exclusive or inclusive of tax.
      • Up to three taxes can be added.
      • Enable Compound tax if relevant.
    • Notes: Optional (appear on the exported quote).
  3. Click Continue to build line items.
Add quote window with client, numbering, pricing, discount, tax, and notes fields

New quotes start in Draft. Statuses available: Draft, Open, Accepted, Rejected. See Manage quote status.

Step 2: Add line items to the quote

Quotes support time-based work, services, and products.
  1. Click Add line item to open the items table.
  2. Fill out the relevant fields for the line item. These save automatically.
  3. Click Add line item for each additional row you want to create.

Each line item includes Item, Description, Who (used internally to calculate the line amount from the assigned user’s rate and not shown on exported quotes), Quantity, Rate, and Amount (exc. tax).

Line item example showing item, description, who, quantity, rate, and amount columns

Fixed fee quotes

With fixed fee pricing, line items describe scope and do not change the Quote Total.
Use the line-item menu (⋮) to Duplicate or Delete items for faster entry.

Time and materials quotes

With time and materials pricing, the Quote Total updates automatically as you add or edit line items.

Edit a quote

Open any quote and click Edit details, or use the ⋮ menu and choose Edit. Make your changes and click Update. Most changes save automatically. Updates to header fields (like Client or Quote no.) require clicking Update.

Edit quote view showing populated line items and status menu

Manage quote status

Quotes move through four statuses: Draft, Open, Accepted, and Rejected. Color-coded labels make progress easy to scan. You can update a quote’s status from the list or directly within the quote.

Update status menu showing Draft, Open, Accepted, and Rejected
After exporting or sending a quote, set it to Open so the team knows it is awaiting a client response.

Export a quote

Export from the list or from within an open quote. The exported PDF reflects your company logo, client information, and line item breakdown. You can export at any time.

In the Quotes list

  1. Find the quote and click the ⋮ menu on the right.
  2. Click Export to PDF.

In a quote

  1. Click Export to PDF in the top right.

Convert a quote to a project

Turn a finalized quote into a project directly from the Quotes view.

  1. Open the quote and click the three dots (⋮) on the right.
  2. Select Convert to project.
  3. Follow the steps below to complete the project setup.
 

Step 1: Project details

  1. Enter a Project name.
  2. Confirm the Client.
  3. Optionally:
    1. Set a Category.
    2. Add Start date and End date.
    3. Add People.
    4. Apply Tags.
    5. Keep Billable checked if required.

Step 2: Task preview

  1. Review tasks imported from line items or templates.
  2. Rename, edit, or add tasks as needed.

Step 3: Budget

  1. Choose a budget type:
    1. No budget: Create the project now and add a budget later.
    2. Fixed fee: Bill a set amount regardless of time.
    3. Time and materials: Bill based on time logged and rates.
    4. Retainer: Fixed recurring budget with optional carry over.
  2. Enter the amount and any repeat settings (if setting a budget).
  3. Click Create project.
The project is created and the original quote remains in the client's Quotes tab for record-keeping. Converted projects automatically link back to the originating quote.
Projects created from quotes carry over the client, quote number, and pricing structure for a smoother handoff.

Best practices

  • Keep numbering consistent: Use a predictable quote numbering pattern so clients and internal teams can easily track versions.
  • Use clear names: Add the client name or project keyword in the quote title for quick searching.
  • Include key details early: Add validity dates, taxes, and discounts upfront to avoid rework before sending.
  • Review before converting: Double-check line items and totals before converting a quote to a project to ensure accuracy.