How to Create and Send Quotes

What this is

Quotes let you send customers a formal price estimate for a service. Once accepted, you can convert a quote directly into a job or invoice—saving time and reducing back-and-forth emails.

When to use it

Use quotes when:

• A customer requests a price for a custom job before booking
• You need to outline multiple service options with different pricing
• Your work is non-standard and doesn't fit your regular service catalogue
• You want a professional document to send via email

How to create a quote

Step 1: Navigate to Quotes

Go to Sidebar ▸ Quotes.

Step 2: Start a new quote

Click the button to create a new quote. You'll see a form to build your estimate.

Step 3: Add the customer

Select or create the customer this quote is for. If they're new, you can add their name and contact details here.

Step 4: Add line items

Add each service or product to the quote:

• Description: What you're quoting for (e.g. "Bathroom tile renovation")
• Quantity: How many units or hours
• Unit price: The cost per unit
• Total: Automatically calculated

Add as many line items as needed. You can include labour, materials, or both.

Step 5: Include optional details

• Quote date: Defaults to today; adjust if needed
• Expiry date: Set when this quote expires (optional but recommended)
• Notes: Add payment terms, conditions, or a personal message
• Your business details: Pre-filled from your account settings

Step 6: Review and send

Preview the quote to check formatting and accuracy. Once ready, send it to the customer via email directly from Trimsy.

Convert a quote to a job or invoice

Once the customer approves:

1. Open the quote from your Quotes list
2. Look for the option to Convert to Job or Convert to Invoice
   • Choose Job if you need to schedule and track the work
   • Choose Invoice if you're billing immediately without scheduling
3. Confirm the conversion—Trimsy transfers the line items and totals automatically
4. The quote status updates to show it's been converted

Tips for better quotes

• Be specific: Detailed descriptions help customers understand exactly what they're paying for
• Set expiry dates: Encourages faster decision-making
• Include your terms: Mention payment methods, deposits, or cancellation policies in notes
• Use your catalogue: If quoting standard services, pull from your existing catalogue to keep pricing consistent
• Follow up: If a quote expires or isn't accepted, you can duplicate it and adjust as needed

Tracking quotes

Your Quotes list shows:

• Customer name
• Quote total
• Status (Sent, Accepted, Expired, Converted)
• Creation and expiry dates

Filter or search to find quotes quickly, and track acceptance rates to refine your quoting process over time.