Subscription Tier: Starter, Pro
Email a Quote: Pro only
Quotes are proposals you build for prospective customers before a job is booked. They let you itemize equipment, apply pricing rules, attach layout designs, and ultimately convert the approved quote into a calendar event. The quotes system is one of the most feature-rich parts of the platform — this guide covers every aspect of it.
Understanding where quotes fit helps avoid confusion:
Pricing Catalog (quote_items) ← Your master price list
↓
Quote Builder ← Pulls from catalog + custom items + packages
↓
Saved Quote ← Stored with customer info, pricing, status
↓
Book Quote ← Creates a calendar Event, syncs to Google Calendar
↓
Invoice ← Generated from the same quote data, sent after booking
Quotes and invoices share the same underlying data record. An invoice is simply a quote that's been booked and re-labeled.
Before building quotes you should populate your Pricing Catalog — the master list of items you quote. This is separate from your inventory tracking items and is focused purely on pricing.
| Pricing Catalog | Inventory Items | |
|---|---|---|
| Purpose | Set prices for quotes | Track equipment quantities |
| Appears in | Quote builder | Availability view, calendar |
| Tracks availability | No | Yes |
| Has unit price | Yes | Yes (estimate only) |
| Has category + name | Category + Description | Category + Name |
Navigate to Quotes > Pricing Catalog.
Fields for each catalog item:
| Field | Required | Description |
|---|---|---|
| Category | Yes | Grouping label (e.g., "Tents", "Tables", "Chairs") |
| Description | Yes | Item name as shown on quotes (e.g., "40x80 Frame Tent") |
| Unit Price | Yes | Default price per unit in USD |
| Notes | No | Shown in the quote builder to guide pricing (e.g., "Per day", "Base rental includes setup") |
The combination of Category + Description must be unique. You cannot have two catalog items with the same category and description.
Managing catalog items:
Navigate to Quotes > New Quote.
| Field | Required | Notes |
|---|---|---|
| Customer Name | Recommended | Used on the PDF, event title, and email |
| Customer Email | For emailing | Required to email the quote |
| Customer Phone | Optional | Carried to the event when booked |
| Event Date | Required to book | Required to convert the quote to a calendar event |
The quote builder has three types of line items:
Search your pricing catalog and add items with quantities:
For one-off items not in your catalog:
Pre-built bundles at a fixed price:
The pricing section calculates automatically as you add items:
| Field | How It Works |
|---|---|
| Subtotal | Sum of all line item totals (catalog + custom; packages use their base price) |
| Discount | A flat dollar amount subtracted from the subtotal. Capped at the subtotal value — can't go negative. |
| Delivery Fee | Flat fee added after the discount |
| Tax | Defaults to your Settings tax percentage. Can be turned off per quote with Tax Exempt. |
| Tax Amount | Calculated as (subtotal − discount) × tax_rate |
| Total | (subtotal − discount) + delivery_fee + tax_amount |
| Deposit Rate | Default 25%. Can be changed per quote. |
| Deposit Amount | total × deposit_rate |
| Price Override | A flat amount that replaces the calculated total. When set, tax is applied on top of the override (not on line items). Deposit is calculated from this new total. |
| Tax Exempt | Toggle to zero out all tax on this quote. |
Price Override is a power-user field for negotiated flat pricing:
price_override + (price_override × tax_rate) rather than being calculated from line items.(price_override + tax) × deposit_rate.| Field | Visible To Customer? | Notes |
|---|---|---|
| Notes | Yes — on PDF and email | Customer-facing comments, terms, or instructions |
| Private Notes | No | Internal reminders — never shown on PDFs or emails |
Every quote has a status that tracks its lifecycle:
| Status | Meaning |
|---|---|
draft |
Work in progress, not yet sent |
sent |
Emailed to the customer |
accepted |
Customer verbally or formally accepted |
declined |
Customer declined |
booked |
Converted to a calendar event (set automatically when you click Book) |
Status is displayed on the quotes list and can be changed manually at any time (except booked, which is set by the system when the quote is booked).
Open any quote from the list and modify any field. All pricing recalculates automatically. You can edit a quote even after it's been emailed — just remember to re-send the updated version to the customer.
Note: Editing a booked quote does not retroactively update the event. The event was created from the quote data at the time of booking. If you need to update event pricing after booking, do so directly on the event.
Requires: Pro plan
Layouts designed in the Layout Designer can be attached to quotes:
When you email the quote:
Customers can view their layouts at: /public/quotes/{id}/layouts?token={token} — no login required.
Multiple layouts can be attached to a single quote (e.g., a tent layout plus a dance floor detail).
Clicking Book converts the quote into a calendar event. This is an irreversible status change — the quote's status becomes booked.
{CustomerName}-event (e.g., "Smith-event").event_date field — this field is required to book.Requires: Pro plan + email delivery configured
Sending an email does not automatically change the quote status. You must manually set the status to sent after emailing.
Click Delete on any quote. This permanently removes the quote and its associated layout links. If the quote was booked, the event remains — deleting the quote does not delete the event.
Every quote can generate a PDF without emailing it. The PDF includes:
To view the quote PDF, click View PDF on the quote detail page. The PDF opens in a new browser tab.
price_override + (price_override × tax_rate) = final total. The override is the pre-tax amount, not the final all-in amount.base_price — you can't override the price of individual items inside it per-quote. If you need item-level pricing control, add items individually instead of using a package.public_token values. These links are safe to send to customers — they can only access the specific layouts attached to that quote.