Quotes

Quotes allow you to send estimates to potential customers to review and if they accept, WHMCS can instantly convert them into invoices for you.

Creating a Quote

To create a new quote:

1. Go to Billing > Quotes > Create New Quote.
2. Enter a subject for the quote (the client will be able to see this) and alter the creation and valid to dates, if necessary. They will default to today's date and one month in the future, respectively, by default.
3. Next, choose whether the quote is for an existing client or a new client. If it's for a new client, you can enter their details. The system will only create an account for the client if or when the quote becomes an invoice.
4. You are now ready to add the first line item to the quote. For each item, you need to set a quantity, description, unit price and discount percentage. The system calculates the total as quantity x unit price - discount %. If you want to add more lines to the quote, click the Save Changes button and a new line entry will appear. Note that the "Add a predefined product" option will pull in the product name, group, and price. However, it will not link the quote to the product. After the client accepts and pays for the quote, you will need to add these items to the client using a new order via the Add New Order option on the Client Summary page.
5. At the bottom of the page, you can set customer notes and admin only notes. Customer notes will display on the quote to the client and admin only notes will never display for the client.

Delivering a Quote

Once you create a quote, you will want to email it to the customer. You do this by clicking the Email as PDF button. This option is disabled until you first save the quote (if adding a new one). The system will change the Quote Stage to Delivered automatically once you send the email. If you want to deliver it yourself via a ticket that's open with the customer, or another means, then you can also download the PDF quote to send it yourself.

Accepting a Quote

Convert Quote to Invoice

Once the client accepts the quote, the system automatically marks it as Accepted in your Admin Area. However, you will need to convert the quote into an invoice (as well as create the client account if a new customer). WHMCS automates this process for you by clicking the Convert to Invoice button on the quote viewing page.

You have the choice of generating a single invoice for the entire amount or splitting it into two invoices (a deposit and final payment). This is useful for large amounts or design jobs.

Select the Send Invoice Notification Email checkbox to send an invoice created notification email to the client. If you select the split option, the system immediately sends a notification email for both invoices.

Duplicating a Quote

It is possible to duplicate a quote when viewing it with the Duplicate button. You might want to do this if you want to keep a record of the previous drafts of the said quote rather than altering them directly.

Closing a Quote

If a customer rejects a quote, you can close the quote by setting the Stage menu to Lost or Dead.

Customising the Quote Format

The quote is delivered as a PDF file, similar to the PDF invoices. You can customise the layout of the PDF in the same way you can with the PDF Invoice. The template file that controls the quote is "quotepdf.tpl" in your active template folder (templates/xxxxx).

Client Area

Client Area Quotes

Clients can view all their quotes at any time via the My Quotes page of the client area. Each quote displays the ID number, subject, creation and valid until dates and the status. To download the PDF containing the full details, click the View/Download link.