So, you’ve created a quote in one of the ways described here, and you’re now in draft mode. Here’s what to do next.

At the top, you’ll find the "Select customer" and "Select project" fields. Use these to assign the quote to an existing customer or project, or create a new customer or project while the quote is in draft mode. The corresponding address will be displayed in a preview below.

You’ll find the quote details in the next section.

The field “Quote title” is pre-filled with the phrase "Quote". You can change this to whatever you like. The default quote date is the date on which the draft quote was created. Change this by entering a new date directly, or select the correct date using the calendar function.

ToolTime has pre-filled an introduction text for you. You’re welcome to use this, or you can add your own text. These edits will only affect the current quote. If you want to make permanent changes to the introduction text across all quotes, just go to the "Texts & layouts" section under "Settings". There you can also create different text templates for the introduction text and then choose from these in the quote draft.

Next in the draft is the "Services" section. Here, you can add the right services and items for the quote.

Service groups help you to keep an overview of your quote, especially if you have lots of different items. Name the service groups however you like, e.g. "Materials" or "Labour", or according to the different jobs you’re doing for a customer, such as "Bathroom reno" or "Kitchen reno".

Create additional service groups using the "+ Add service groups" field. You can delete these by placing them in the grey waste bin next to each service group. Of course, you can also work with just one service group. If you leave the field empty, it won’t be displayed.

You can add individual items under each service group. Under “Type”, you can choose between “Labour”, “Material”, “Mixed services” or “Other”. The next two fields allow you to select the quantity and the unit.

Under “Description”, you can add the name of the service. ToolTime will remember this name (as well as all other fields) so that it will be suggested as a previously used article when you enter its first letters in subsequent quotes and invoices.

If you are entering a service for the first time, you still need to add the price in the “Purchase price” field. Add a markup percentage in the neighbouring field. This then automatically calculates the markup value and the total price. The purchase price, mark-up and margin won’t be visible to your customer in the finished quote.

The next line is the “Additional description” field. Add more information about the item listed above. You can also add all items to the catalogue from this form.

Additional services are created via "+ Add service".

You can delete a service using the grey waste bin to the right of each item. If you want to move an item and assign it to a different service group, just drag and drop it to the right place: first, move your mouse cursor to the item in question. 6 dots will now appear to the left of the item. Now hover the mouse over these dots, and the cursor will change into a small hand. Hold down the left mouse button to drag the item to any desired location. ToolTime will automatically adjust the numbering of your items and service groups.

In the quote, below the service groups and items, you’ll see the net amount, as well as the total markup of the quote.

You can now apply a discount on the entire quote. Choose between different VAT rates that you have previously created in the settings area. Once you select the VAT rate, ToolTime automatically recalculates the total amount.

At the bottom left of the draft, you can select a payment term on the left. You can define the default setting for payment terms under "Billing" in the settings.

To apply an early payment discount to your quotes, use the field at the bottom right of the draft. Enter the appropriate percentage and the time frame within which you would like to grant a discount. The total amount to be paid is calculated automatically and appears on the quote together with the payment term selected.

You can find the "Closing text" field at the very bottom of the draft. Edit this field as you see fit, any changes will not be applied to subsequent quotes. If you want to make permanent changes to this closing text, or create different closing text templates you can do so in Settings.

Once you’ve successfully edited your draft quote, you can check it using the preview option in the top right corner. This preview shows you how the quote will appear in the final version.

If you’re happy with this preview and have confirmed that the quote is correct, you can complete it in the top right corner.

You can now either download the quote, print it out, or email it directly to your customer.

Please note: all services included in the quote are transferred to any subsequent appointments and invoices created from this quote.