Quotes

Business → Quotes. A quote is a price with lines on it, sent as a link. The client reads it, presses accept, and the work that usually follows a yes has already happened.

Writing one

A quote is for one of your clients. Somebody who has enquired is already a client, so they are in the list.

Under Write one:

1. Choose the client under Who for.
2. Give it a Title — what this is a price for. It becomes the description on the

invoice if they accept, so Full-day wedding, 14 March is better than Quote.

1. Set Stands for — how many days before it expires. Thirty by default; anything

from 1 to 365.

1. If you want accepting to hold a date, choose Which session (optional) and pick

The date (optional). Leave them out for a quote like "an album, some time", which is accepted without holding anything.

1. Fill in a Deposit if you want one. This is what is invoiced the moment they

accept; the balance comes later. It cannot be more than the total.

1. Fill in the lines: What, Qty and Each (the price for one). Up to five

lines; blank lines are ignored. The total adds itself up.

1. Add A note to them (optional) if you like.
2. Leave Send it straight away ticked to email it now, or untick it to keep it

as a draft.

1. Press Create quote.

A draft shows Send in the list; press it when you are ready. A quote cannot be edited once it is created — if something is wrong, write a new one.

Tax

Tax follows your own settings, not a fixed rate. Whether tax is inside your prices or added to them is your inclusive or exclusive setting under [money settings](/money-settings), and the quote shows it the way you charge it.

What the client sees

They get an email with a link — no account, no password, no PDF to open on a phone. The page shows the lines, the total, any deposit, and the date it stands until.

They can press Yes, let's do it or No thank you, and add a note in **Anything you would like to say? (optional)**.

Once a quote is with the client, the list shows its link, so you can copy it into a message yourself.

When they say yes

Accepting does two things at once:

1. Holds the date and confirms the booking, if the quote named a session and a

date.

1. Raises an invoice for the deposit — or the full amount if there is no deposit

— and marks it as sent. It appears under Business → Invoices and on the client's own page (the link under Their page on their client record). It is not emailed to them on its own, so send them that link.

A client who has already said yes should not then be asked to go and fill in a booking form. That is where enquiries are lost.

One deliberate exception: if the date cannot be held — it has been taken while the quote was out, or it is further ahead than the session allows bookings — the acceptance still stands and you sort the date out with them. Refusing an acceptance over a calendar clash would lose a client at the moment they said yes.

You are emailed either way, with an Open quotes button. Remember to set their enquiry to Booked on enquiries.

When they say no

The decline button is there on purpose, with a place for a reason. A photographer who knows the answer stops chasing, and the reason is often the most useful thing you learn all week. Their note is shown in the list.

Expiry

After the date it stood until, the quote tells the client it has expired and asks them to request a new one. It does not quietly stay open.

A price from eleven months ago is not a price you can still honour, and "you quoted me $2,800 last spring" is an argument nobody wins.

Where each one is

What they are telling you

Once you have had an answer, the top of the Quotes screen shows:

• Accepted — the share of sent quotes that were accepted;
• Work won — the total value of everything accepted;
• Waiting — how many are still with clients.

Worth watching over a few months. A low rate with quick declines usually means the price; a low rate with lots of expiries usually means the follow-up.