How to Create and Send Price Quotes

What this is

Quotes let you send customers a formal price estimate before they commit to a job. Once a customer accepts, you can convert the quote directly into a job or invoice—no need to re-enter information.

When to use it

Use quotes when:

• A customer asks for a price before booking
• You need to estimate costs for custom or large projects
• You want to track which quotes were accepted or declined
• You're unsure about final pricing and need customer approval first

How to create a quote

1. Go to Sidebar ▸ Quotes
2. Click New Quote (or similar option to start a fresh quote)
3. Enter the customer's details:
   • Search for an existing customer or create a new one
   • Confirm their contact information
4. Add line items to the quote:
   • Select a service or product from your catalogue
   • Enter the quantity and price (unit price will calculate automatically)
   • Add a description if needed
   • Repeat for each service or product
5. Review the quote total (Trimsy calculates this automatically)
6. Add any notes or special conditions in the notes field
7. Click Save or Save & Send

How to send a quote

1. Open the quote you've created or saved
2. Click Send Quote
3. Confirm the customer's email address is correct
4. Add a personal message if you'd like (optional)
5. Click Send

The customer will receive an email with the quote and a link to view or respond.

How to convert a quote into a job

1. Open the quote from your Quotes list
2. Once the customer has accepted, click Convert to Job
3. Trimsy will create a new job with all the details from the quote
4. Assign a staff member if needed and set a booking date/time
5. Click Confirm to finalise the job

The job will now appear in your Jobs section and your team's schedule.

How to convert a quote into an invoice

1. Open the accepted quote
2. Click Convert to Invoice
3. Review the invoice details (these are pre-filled from the quote)
4. Adjust payment terms or add extra notes if needed
5. Click Create Invoice

The invoice is now ready to send to the customer or record as paid.

Tips for better quotes

• Use your catalogue: Pull services or products from your existing catalogue for consistency and speed
• Set an expiry date: Let customers know how long the quote is valid for (e.g., 30 days)
• Be detailed: Include descriptions so customers understand exactly what they're paying for
• Track responses: Check your Quotes list regularly to see which quotes have been viewed, accepted, or declined
• Follow up: If a quote expires without response, send a polite follow-up email

What happens next

Once converted, a job or invoice replaces the quote in your workflow. You can still view the original quote in your history for reference.