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Go to Quotes and click New Quote. Pick a contact (or create one on the spot), give the quote a title, then add price items and text sections.

When it looks right, click Preview & Send. You will see exactly what your customer sees, plus an email draft you can edit before sending. Your customer gets a link to view the quote online — no account or login needed on their side.

Open Account Settings → Account Owner & Info to set your company name, phone, website, address, timezone and date format. These details appear in the header of every quote you send.

Open Account Settings → Quote Defaults to choose your currency, tax label and rate, quote numbering, and how many days a quote stays valid before it expires.

New quotes start from these defaults, so set them once before you send your first quote.

Open Team Members and invite people by email. There are two roles:

• Admin — full access, including settings, templates and items.
• Sales — quotes and contacts only. No settings, templates or items.

A quote moves through these statuses:

• Draft — only you and your team can see it.
• Sent — the customer link is live and the customer has been emailed.
• Accepted — the customer accepted. The total and time are recorded.
• Declined — the customer said no.
• Withdrawn — you pulled the quote back after sending it.

Finished quotes can be archived to keep your list tidy.

Your customer opens the quote in their browser from a unique link. They can tick optional items on or off, choose between multiple-choice options, and watch the total update live.

They can Accept, Decline, or ask a question right on the page. Everything they do shows up in the quote's activity timeline.

Mark an item as optional to let the customer tick it on or off. Group items as multiple choice to let the customer pick one of several options — for example, a standard or a premium package. Turn on Editable Quantity to let the customer type their own quantity.

When the customer accepts, their choices are saved with the accepted total.

Customer confirmed by phone or in person? Open the sent quote and use the Accept or Decline action yourself. The total and timestamp are recorded, same as if the customer clicked it.

Use Withdraw to pull a quote back after sending it — for example, when the price was wrong. The customer can no longer accept it.

In Quote Defaults you can also hide the quote details from the customer once a quote is withdrawn, declined or expired.

Send Follow-up emails the customer a reminder about a sent quote without changing its status. The message is pre-filled from your template and you can edit it before sending. Add Private Note saves an internal note on the timeline that the customer never sees.

Copy to New Quote clones a quote — items, text and blocks — into a fresh draft. Copy to Template saves its structure as a template you can start future quotes from.

Every quote has a Download PDF link on the customer page, and the same option in the quote's Actions menu. The PDF shows the items, totals and text sections in a clean printable layout.

Need to change a quote after sending it? Use Create New Version in the Actions menu. You get a fresh draft with the same quote number (shown as v2, v3, …) that you can edit and send.

When you send the new version, the old one is withdrawn automatically, and its page shows the customer a link to the latest version.

Every quote has an expiry date (default set in Quote Defaults). Once it passes, the customer page shows an "expired" banner and the quote can no longer be accepted. You can send a new version to revive it.

When a customer asks a question, it appears in an Unanswered Questions box at the top of your Dashboard (and you get an email). Click Answer to email your reply — the whole conversation also shows on the customer's quote page. Use No Answer Needed to dismiss one.

In the "To" field of Preview & Send, separate several email addresses with commas — each person gets their own copy. Tick Send me a copy (BCC) to get one yourself.

In Quote Defaults, choose a price display mode: full prices with quantities and totals, prices and totals only, just the total, or no prices at all. You can also show or hide item codes.

A template is a reusable starting point for new quotes. Build one in Templates, or turn any existing quote into one with Copy to Template.

Price Items is your library of things you sell. Each item can have a sell price, a cost price, a markup or margin, a default quantity and an item code. Add them to quotes with a quick lookup instead of retyping.

Switch an item's kind to Subtotal to print a running subtotal of the items above it — handy for staged projects. Each subtotal starts counting again from zero.

Text Items are saved pieces of writing — introductions, descriptions, terms — that you can drop into any quote.

Type a tag like {{ first_name }} anywhere in your quote text, and it becomes the real value when the customer sees the quote, the PDF or the email. Great for templates.

Available tags: {{ first_name }}, {{ last_name }}, {{ contact_name }}, {{ contact_company }}, {{ company_name }}, {{ quote_number }}, {{ quote_title }}, {{ quote_date }}, {{ expiry_date }}, {{ total }} and {{ prepared_by }}.

Saved Blocks are full-width content blocks — rich text, background images, columns — great for quote headers and footers. Save one once and reuse it on every quote.

Every quote is addressed to a contact. Store their name, email, phone, address and company in Contacts. Open a contact to see all the quotes you have sent them.

Use the Archive action on a contact to hide them from the list without losing their quotes. The "Archived" filter shows them again, and Unarchive brings them back.

Got the same person twice? Use Merge into… on the duplicate. Its quotes move to the contact you pick, empty fields are filled in, and the duplicate is deleted.

Open Account Settings → Import / Export Data. Download your contacts, price items and text items as CSV files. Quotes can be exported by year, either as a summary or with full line items.

Download the template file first so your columns line up, then upload your CSV of contacts, price items or text items.

Existing records are matched by email (contacts), item code (price items) or heading (text items) and updated instead of duplicated.

Connect Zoho in Account Settings → Integrations. Once connected, you can create a quote straight from a Zoho Deal — the deal's details are filled in for you, and you can pick a template to start from.

A webhook sends a message to a URL you choose when something happens. Set it up in Account Settings → Webhooks. Available events: quote sent, accepted, declined, completed, customer viewed the quote, and customer asked a question.

You can send a test payload and check the delivery log on the same page.

Create an API token in Account Settings → API Access. The REST API lives at /api/v1 and covers quotes, contacts, price items, text items, templates and blocks. Requests are limited to 60 per minute.

In Quote Defaults, pick your currency and set your tax label and rate. Choose whether your prices include tax or have tax added on top.

Add a second lock on your login. Open Personal Settings and set up an authenticator app. After that, signing in needs your password plus a code from your phone.

In Account Settings → Customer Emails & Templates, write your own default wording for the "New quote" and "Follow-up" emails (smart tags work there), and set a footer that is added to every customer email.

The quote owner gets an email when a customer opens the quote, accepts it, declines it, or asks a question. Repeat views within 30 minutes count as one open, so refreshes do not flood your inbox.

Turn each email on or off in Account Settings → Notifications. Everything is still recorded in the quote's activity timeline either way.

Add your review link (for example your Google review page) in Account Settings → Reviews. After that, every accepted quote gets a Request Review action that emails the customer a friendly note with a "Leave a Review" button.

Track what an item costs you next to what you charge. In Quote Defaults, choose whether you price by markup (a percentage added to cost) or margin (profit as a share of the sell price), and set a default percentage.