Priced from your price book
A part or labour rate picked from Add from the price book lands on the quote at its price and a quantity of one, and can then be changed. A quote drafted for a Kind of work that carries its own price starts with that kind of work’s lines. Changing the price book or the kind of work later leaves quotes already written as they are.
Each line is Labour, Materials, Expenses or Subcontract, and lines can be grouped under a Section, such as a kitchen or a first phase. On the bigger plans, a kit you build puts a whole job’s parts and labour onto the quote at once, with Price a kit.
Where the price book holds a cost, a draft quote shows What you make on it. A line with no cost makes that figure Not known, never zero.
Your customer’s own page
The quote is emailed in your business name, with the PDF attached. Its link opens your customer’s own page. With Send by text as well as email on, the person it is emailed to is also texted the link, where their mobile is on file.
The page shows your business name, your VAT number if you have one, the lines, the total including VAT and the date the price stands until. Optional extras sit under their own heading, outside the total. Ticked extras join the total when your customer accepts.
The acceptance records the name typed, the date, the extras ticked and the internet address it came from. Your customer can decline instead, with a note to you. When the customer’s type is Domestic, the page also states their fourteen-day right to cancel, with a box to ask for the work to start inside those fourteen days.
A card deposit to accept
A quote can ask for a Deposit, as a share of the total. Your customer pays it by card on Stripe’s page, and the quote is accepted once Stripe confirms the payment.
The money goes to your own Stripe account. Stripe’s standard price applies, with nothing added. The deposit’s invoice is raised with the card payment recorded on it, and the final invoice takes the deposit off at the deposit’s own VAT rate.
A quote cannot ask for a deposit when:
- The customer’s type is Principal contractor, for construction work
- The quote is for extra work on a running job
- The quote names no premises
- You take no card payments
Followed up, then opened as a job
Three days after a quote goes out, and again when it is a week old, your customer is emailed that the quote is still open and when its price runs out. The second email says it is the last. Chasing stops when your customer answers, when the price lapses, or when you press Stop chasing.
The Quotes list shows whether each quote waiting on an answer was opened, and how often it was chased.
An accepted quote opens its job, with the lines your customer took as the agreed price. The office is told the total agreed, and your customer is emailed a confirmation with the accepted quote attached. A quote naming no premises opens no job, and the office is told why.
UK VAT, once you are registered
Each line has a VAT treatment. The Part of the supply lines share the quote’s rate, which for work in the UK is 20%. A Supply rate under More options, or on the quote’s kind of work, puts the whole supply at another rate you hold.
A quote with a line at 20% or 5% comes under the domestic reverse charge when the customer’s Customer type is Principal contractor and their VAT number is on file. It shows each line’s rate, charges no VAT and prints the reverse charge wording and both VAT numbers. It is not reverse charged once their end-user or intermediary notice is on file, or where its Kind of work has Construction work unticked.
On a quote for work in the UK, a line can instead be:
- Separate, standard rate, at 20%
- Separate, reduced rate, at 5%
- Zero rated. Installing qualifying energy-saving materials in a home is zero rated until 31 March 2027.
- Exempt, Outside the scope or a Disbursement
Terms, dates and extra work
Your standard terms and What your prices never include are written once in Settings under Terms and exclusions. They are copied onto each new quote and can be changed there. Both print on the PDF and on your customer’s page. No wording is supplied.
A quote’s Open until date is four weeks after the day it is drafted, unless you pick another. After that date, your customer’s page no longer takes an acceptance and says so.
Extra work on a running job with an agreed price is quoted as a variation. Your customer accepts a variation on the same kind of page, and its lines join the job. Findings raised by a job’s sheets can be put on one draft quote from the Findings list, for you to price.
