Editing draft quotes

All the important things you need to know about quotes, e.g. quote details, organising line items, as well as your opening and closing texts

Updated over a week ago

So, you’ve created a draft quote. What next?

Assign a customer and project

You can assign a new or existing customer and a project by simply clicking into the "Select customer" and "Select project" fields. Once selected, the corresponding address will be displayed underneath.

Quote details

The “Quote title” is filled with the word "Quote" as a default. You can change this to whatever you like. The default quote date is the date with which the draft quote was created. You can change this by typing in a new date, or select the desired date by clicking into the field to open up the calendar.

Opening text

The opening text has already been pre-filled for you. You are welcome to use this or choose from a template you have created yourself in the settings. If you change the text, it will not be automatically adopted for the next offer you create. If you want to make permanent changes to the default opening text, just go to "Settings" > "Texts & layout".

Service groups and their line items

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".

Delete and move services

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.

Net amount, discount, VAT and total amount

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.

Payment terms and early payment discount

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.

Closing text

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.

Check and complete quotes

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.

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