Jobs

How to create and send quotes

Build professional quotes for customers and convert them into jobs or invoices with a few clicks.

What this is

Quotes let you send customers a formal price estimate before they commit to a booking or job. Once a customer accepts, you can convert the quote directly into a job or invoice—saving time and keeping your records organised.

When to use quotes

  • Custom service requests that don't fit your standard pricing
  • Larger projects that need itemised breakdowns
  • Services where the scope varies by customer
  • When you want written agreement on price before work starts

How to create a quote

  1. Go to Sidebar ▸ Quotes
  2. Click New quote (or similar button to start a fresh quote)
  3. Select the customer from your list, or add a new one if they're not in the system yet
  4. Add a quote date and set an expiry date (this tells the customer how long the offer is valid)
  5. Add line items:
    • Describe each service or product
    • Enter the quantity and price per unit
    • Trimsy will calculate the total automatically
  6. If you charge GST, make sure it's applied correctly
  7. Add any notes or terms at the bottom (e.g., "50% deposit required to start work")
  8. Review the quote total and make sure everything's correct
  9. Click Save to store the quote

How to send a quote

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

The customer will receive a professional quote document they can review.

Converting a quote to a job

Once the customer accepts the quote:

  1. Open the quote from your Quotes list
  2. Click Convert to job (or similar option)
  3. Confirm the details match what you quoted
  4. The job will now appear in your Jobs section
  5. You can assign staff, set a start date, and track progress as normal

Converting a quote to an invoice

If you'd prefer to invoice instead of create a job:

  1. Open the accepted quote
  2. Click Convert to invoice
  3. Review the line items and amounts
  4. Adjust the invoice date and payment terms if needed
  5. Send the invoice to the customer

Tips for better quotes

  • Be specific: Describe exactly what's included so there's no confusion later
  • Set realistic expiry dates: Give customers enough time to decide (usually 7–30 days)
  • Include terms: Spell out payment conditions, cancellation policy, or deposit requirements upfront
  • Check totals: Always review GST and the final amount before sending
  • Keep records: Trimsy stores all quotes, so you can track which ones converted and which didn't

Tracking quote status

In your Quotes list, you'll see the status of each quote at a glance (e.g., sent, accepted, converted, expired). This helps you follow up with customers who haven't replied or keep tabs on quotes that are about to expire.

What happens next

Once you convert a quote to a job, you can schedule it, assign team members, and track time. If you convert it to an invoice, you can send it for payment and track it in your Payments section.