Create and send a quote
Build a quote with line items and VAT, email it to your customer as a PDF, and track whether it's accepted, rejected or expired.
Updated 10 October 2026
Quotes are available on the Growth and Scale plans, and during your free trial. Only owners and admins can see or edit them; engineers don't see quotes on their phones.
Creating a quote
- Quotes → New quote.
- Pick the customer. Add a title (e.g. "Fire alarm upgrade, Block B"), a valid until date and any notes you want printed on the quote. All three are optional.
- Click Create draft. You'll land on the line item editor.
The valid-until date defaults to your company's quote validity (Settings → Invoicing & payments). You can change the title, PO number, contact, notes and valid-until date later from the Details card on the edit screen, and Preview PDF shows the quote as the customer will see it.
Adding line items
Each line has a description, quantity, unit price and VAT %. Totals update as you type. If your company is VAT registered, new lines start at 20% and you can change the rate per line; if you're not VAT registered, the VAT column is hidden. See VAT on quotes and invoices for how it's worked out.
You can add, edit and remove lines for as long as the quote is a draft. Prices can't be negative, so there are no discount lines: reduce the unit price instead.
Quote numbers are assigned automatically in the format Q-2026-000001.
Sending it
- Open the draft and click Send.
- Add an optional message for the customer, then Send now.
The quote is emailed to the customer's primary contact (or their first contact if none is marked primary), with the quote attached as a PDF. If the customer has no contact with an email address, sending stops and tells you, so add one on the customer record first.
If you didn't set a valid-until date, it's set to 30 days from the day you send.
You can Download PDF at any time to check how it looks or to send it yourself.
Accepted, rejected and expired
Once sent, a quote can be:
- Accepted or rejected by your customer in the customer portal, or marked by you with Mark accepted / Mark rejected (for example, after they say yes on the phone).
- Expired, shown automatically once the valid-until date has passed. An expired quote can't be accepted; revise it instead.
When a customer accepts or rejects in the portal you won't get an email, so check Quotes for status changes.
Changing a quote after sending
A sent quote can't be edited. Click Revise instead: this creates a new draft with the same line items and a new quote number, and marks the old one as superseded. The quote page keeps the version history, so you can see what was sent when.
Drafts you no longer need can be deleted. Sent quotes can't be deleted.
Turning an accepted quote into an invoice
On an accepted quote, click Create invoice. This creates a draft invoice with the same customer, title, notes and line items, ready for you to check and send. See Create and send an invoice.
Accepting a quote doesn't create a job. When the work is booked, create the job as usual from Jobs → New job.
Still stuck? Email support@engineeros.uk