Available on Scale and legacy Enterprise plans.
Some quotes features shown here are being rolled out gradually. Availability may vary by plan or site configuration.
What
Manage existing quotes by updating details, refining scope and costs, and progressing quotes through key statuses.
Why
  • Keep scope, cost, and pricing accurate before sharing with a client.
  • Support planning by assigning people or placeholder roles as the quote is refined.
  • Review profitability before converting to a delivery project.
Who
  • Site admins managing quotes through review and approval stages.
When
  • After a quote has been created and needs to be refined, shared, or progressed to delivery.
On this page

Find and view quotes

Quotes are managed under each client. Use the client’s Quotes tab to review all quotes and open individual quotes for more detail.
  1. Go to Clients and select the relevant client.
  2. Open the Quotes tab to view the quotes list.
  3. Select a quote to open it and review details, line items, and totals.
Client profile with the Quotes tab selected

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.

To update a quote’s status:
  1. Open the quote.
  2. Click the options button (three dots) in the quote’s top right, then select Update status.
  3. Select the appropriate status (Draft, Open, Accepted, or Rejected).
Quote options menu showing Update status choices

Edit a quote

Quotes remain editable after creation, so you can update details and refine scope as work and pricing evolve.
  • Details: Use Edit details in the quote header to update 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 to PDF at any time for sharing with clients.
  1. Open the quote you want to share.
  2. Click the ellipsis (three dots).
  3. Select Export to PDF.
Use Client 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.