A quote is your price offer for a job: what you'll do, how much it costs and until when the price is valid. You build it in a few minutes, send it to your client, and your client accepts it online with one click. Once it's accepted, you invoice from it.

Every quote belongs to a project, so it always knows who the client is. This guide shows you how to create a quote, fill it in, send it, and what happens when your client says yes.

Where to find your quotes

Open Money from the left bar (the wallet icon). At the top there are three tabs: Quotes, Contracts and Payments. The quotes of one job are also in its project sheet, in the Journey.

Create a quote

The quickest way is from the project, because the quote is linked to it and to its client straight away.

Open the project.
In the Journey, click the + next to Quote. If the project is new, the Next move box suggests it too: click New quote.
The new quote opens as a Draft, ready to fill in.

Tip: you can also start from Money › Quotes: click + New quote, choose the project and press Create. A quote can't be saved without a project.

Add what you're selling

The quote looks like the page your client will see. Each line is an item: a name, a quantity and a price. The amount of each line and the total are calculated for you.

Click Add item. A new empty line appears.
Type the name, for example “Fine art album”. Click Add description under it if you want to add a short line of detail.
Set the quantity in Qty and the price in Price. The amount of the line and the Total update.
To remove a line, click the bin at its end.
Press Save at the top when you're done.

Under the items you can add a Discount (a percentage or a fixed amount) and the Tax. In Notes write anything the client should read, like what's included or how you'd like to be paid.

At the top of the quote you'll find the Project, the Quote date, the Valid until date and the Total with its currency. Click a date to change it.

Tip: if you sell the same things often (packages, extra hours, albums), save them once in your catalog with Create your item catalog. Next time, pick them from Add from catalog… instead of typing them again.

Send it to your client

When the quote is ready, click Send to client at the top right. You have three ways to send it:

By email — Mosaii.co sends the email for you, to the client's address.
Copy the link — you send the link yourself, on WhatsApp or anywhere.
Add to portal — the quote shows up in your client's portal with a notification, without an email or a link.

To send it by email:

Click Send to client, then By email.
Check the Recipient email and the Subject. Both are filled in for you.
Press Send. The quote changes from Draft to Sent, and the date appears next to Sent on.

If you choose Copy the link, keep Mark as sent switched on, so the quote counts as sent too.

What your client sees

Your client opens the link and sees the quote as a clean page with your studio's name, the items and the total. They don't need an account or a password.

They read the quote. They can keep a copy with Print / save PDF.
They press Accept quote.
They confirm in the window Accept this quote? by pressing Accept.

When the client accepts:

the quote becomes Accepted and you get a notification;
if the project was still open, it's marked Won and moves to Production;
the quote is locked: nobody can change it any more, so you and your client always see the same offer.

Did the client say yes on the phone? Open the quote and press Mark as accepted yourself.

The life of a quote

The colored label next to the quote number tells you where it stands:

Draft — you're still working on it and haven't sent it yet.
Sent — your client has it and can accept it.
Accepted — your client said yes. The quote is locked.
Rejected — your client said no.
Expired — the Valid until date has passed without an answer. This happens on its own, and your client can no longer accept it.

To change the label by hand, click it and choose another one.

From quote to invoice

An accepted quote shows a Create invoice button. You can invoice a part of it first (a deposit), then the rest. Payments explains how.

Want the invoice to be ready the moment your client accepts? Before sending, open the ⋯ menu of the quote and switch on Automatic invoice on acceptance: you'll find a draft invoice for the whole quote waiting for you.

From the same ⋯ menu of an accepted quote you can also Create contract: the contract starts from the quote, with its amounts. See Contracts.

See what's still to be paid

In Money › Quotes, the Unpaid tab shows the accepted quotes that haven't been paid in full yet, with their number and the total still to collect.

The Balance due column shows, for each accepted quote, the total minus the invoices already Paid. When everything has been paid it says Paid in full. Quotes that aren't accepted show a dash.

Only invoices marked as Paid count: an invoice you've sent but not been paid for yet doesn't reduce the balance.

Good to know

Always set a Valid until date. It keeps your prices fresh, and the quote expires on its own if the client doesn't answer.
Need to change a sent quote? It's fine while it's still Sent. Once it's Accepted, it's locked: use Duplicate from the quote's menu in the list and send the new version.
Use clear item names. Your client should understand each line without asking.
Set your defaults once. In Settings › Localization choose your Default currency and the Default deposit (%), the share suggested when you invoice a deposit from a quote.