Who this is for
You want to price up a job and get a yes. Draft a quote, send it by email, and the customer accepts or declines it with one tap from the link — no login. VAT is handled here because this is your invoicing to your customer, and many trades are VAT registered.
Time: 5 minutes. You'll need: to be signed in. A manager can draft a quote; only the owner can send it.
Steps
1. Start a new quote
On Quotes, press + New quote. Fill in the customer (a name is required; add their email so you can send it), the job, the VAT treatment, and the line items. Scarlett works out the VAT and totals.
2. Save it, then send it
Press Save draft — it saves with its own number (like QU00001) and opens
the quote. When you're happy, press Send to customer. Scarlett emails it with
your branding and a link, and the status becomes Awaiting. The document is
frozen on first send, so what the customer sees never changes underneath them.
3. The customer accepts or declines
Your customer opens the link and sees a clean, branded copy of the quote with Accept this quote and Decline — no login, and accepting isn't a payment. When they answer, the status flips to Accepted or Declined in your list automatically.
The statuses
| Status | Meaning |
|---|---|
| Draft | Being edited; not sent |
| Awaiting | With the customer to accept |
| Accepted | They said yes |
| Declined | They said no |
| Cancelled | You withdrew it |
Verify it worked
The quote shows under the right tab with the correct total and VAT treatment. After sending, it's Awaiting; once the customer answers, it moves to Accepted or Declined on its own.
Troubleshooting
"Add the customer's email address before sending." A quote is sent by email. Add the customer's email, then send.
"That quote has already been sent, so it can't be edited." Issued quotes are frozen. Withdraw it and raise a new one.
Turning an accepted quote into an invoice. There's no one-click convert yet — raise the invoice separately from Invoices using the same figures.
"Send reminder" and "chase" don't do anything. Those are not wired up yet — to nudge a customer, open the quote and Send again. The Templates tab is also a placeholder for now.
What's next
- Create and send an invoice — bill the work once it's accepted.
- Add your logo and branding — put your look on every quote.
- Connect your calendar and accounting — draft quotes into Xero.