Quotes

A quote is what the client approves to confirm a booking: its shifts, team, lines, deposit, billing and payment terms. You write it from the booking’s page with Write the quote, or as part of a new booking.

Where a quote starts

You rarely start from nothing. A new quote starts from what was asked for (the days, times and number of agents), the client’s own rate for the service type (or the type’s), the type’s role rates and default lines sized to the booking, and the client’s deposit, billing and payment terms (or the type’s). Review it, adjust what’s needed, and send it.

Writing the quote

The quote page has these sections, with a running Preview of the total:

• Schedule: each shift’s Date, Starts and Ends. Select Add a shift for more, 1 to 62 in all. Two shifts can share a date as long as they don’t overlap; an end before the start runs past midnight.
• Team: each Role and How many; Add a role for another. Every shift has this team unless you give a shift its own.
• Rates: the rate per unit, and each role’s rate. The client’s own rate is used when they have one.
• Lines: pick an item From the price list and select Add the item, or Add a custom line, or Add a discount (an amount off). A line can be Taxable, an Estimate (billed on the actual quantity), or Internal (never shown to the client and not in the total).
• Payers: see Sharing the cost.
• Terms: Take a deposit at approval and its Deposit percent, Billing (at completion, weekly or monthly), Payment terms (due on receipt, net 7, 15 or 30), Valid for (1 to 60 days, 7 to start with), the PO number (required for a client set to need one), and a Note to the client.

Your work is kept as a draft if you leave the page. Start over goes back to where the quote started.

Sending it

Select Send the quote (or Send version 2 and so on). The line beside the button says who it goes to: the requester if they can approve, otherwise every contact who approves. A quote with a deposit goes only to those who can approve and pay.

If something stops it going out, This quote can’t go out yet says what and links to the fix: an unconfirmed website request, a sender who is a contact on more than one client, your client terms not yet accepted in setup, nobody on the client who can approve, or a deposit with nobody who can pay.

A sent quote shows its expiry as a date and time, never past the start of its first shift. The client is reminded 48 hours before it expires. If nobody answers, the booking ends as Expired.

Versions

The client approves, declines, or asks for a change. A change request shows under Next step with their message; select Send a new version to answer it. Each version replaces the one before, and only the latest can be approved. The Quote card on the booking shows the latest version and lists Other versions.

Withdraw the quote takes back a sent quote the client hasn’t answered, with a reason they read; the booking ends as Withdrawn.

Approval and deposits

When the client approves in the portal, the booking is confirmed. Approving accepts your client terms and the cancellation and payment policy shown on the quote.

If they agreed another way, select Mark approved, choose Who approved it (a contact who can approve), say How they approved it, and add a PO number if they need one. For a quote with a deposit, tick whether it was paid outside the platform and say how; left unticked, the booking is confirmed without it and the history says so.

A quote with a deposit is approved only once the deposit is paid. Meanwhile the booking reads Approved, deposit to come, and you can’t send a new version. If online payment isn’t set up, or the payment didn’t go through, collect it another way and select Record the deposit. Withdrawing the version cancels its deposit request and refunds anything already taken. If an online payment is still going through you’ll see paying_online; wait for it to finish.

Sharing the cost

When several clients split one job, choose one under Add a payer and select Share the cost (then Add payer for more, up to five). Under How it’s split, choose:

• A percentage of every line, with each payer’s share adding up to 100, or
• Each line to one payer, choosing who pays each line; every payer pays for at least one.

Each payer has its own PO number, deposit, billing and payment terms, starting from its client’s settings. Each approves its own share, and the booking is confirmed once every payer has approved the latest version. Under Payers on the booking, select Mark approved for a payer that agreed outside the portal. If one declines, send a new version without them or with a new split, or withdraw the quote.

Who can do what

Who can do what with quotes

Area	Owner	Admin	Dispatcher	Viewer
Bookings, requests and quotes	Changes	Changes	Changes	Reads
Client billing and rates	Changes	Changes	Reads	Reads
The price list	Changes	Changes	Without agent pay	Without agent pay

The owner, admins and dispatchers write and send quotes. While your account is on hold, no new quote goes out.