Build quotes from packages, line items, and team rates

Before you start

• Save tax and shared document-number defaults in Quote & invoice defaults.
• Create or choose the contact and project so the quote has the right context.

Step-by-step

1. 01

   Save the services you reuse

   In Saved packages, create a package with its service description and line items. Existing packages open in an editor popup. Use them as starting points in a builder rather than typing the same services on every quote.

2. 02

   Start the quote in context

   Open New Quote from Quotes & Invoices or the project's Financials tab. Search for the contact or project instead of scanning a long dropdown. The quote number identifies the document; a separate custom title is not required.

3. 03

   Combine packages and custom lines

   Add a saved package, then adjust quantities or add one-off items as the job requires. The builder shows the total as you work. Tax follows your saved defaults rather than a new tax setting on every creation popup.

4. 04

   Price the team contribution

   Add one or more team members directly in the builder. Select a saved hourly or 6-, 8-, 10-, or 12-hour rate, or enter an hourly calculation or flat amount manually. Apply a dollar or percentage markup when the client price should include your coordination or service.

5. 05

   Review, create, and share

   Check the calculated services and total before choosing Create Quote. Share it through the client's portal for review and acceptance. Accepted quoted work becomes an invoice, keeping the shared number with the invoice prefix and removing the converted quote from the active quote list.

Markup is added to cost—not a margin target

A 25% markup on a $2,200 team cost adds $550, making the client amount $2,750 before tax. A $100 markup on that same cost makes it $2,300. Neither calculation means a 25% profit margin on the final selling price.

A document keeps its number as it changes type

Quotes and invoices use one shared number sequence. A new quote or a direct invoice takes the next number. Conversion changes the prefix, not the underlying number—for example, Q-1100 becomes INV-1100.

• Choose your numbering format in Quote & invoice defaults.
• Use the invoice for collecting payments on agreed work.
• Changing project booking status is not the same action as accepting a quote.

See the pieces together

A commercial photo and video proposal

A fictional studio prices its coverage, deliverables and production crew together.

1. 1
   Saved package

   Start with the shoot's coverage and included edited photos.

2. 2
   Additional line

   Add an agreed extra hour or video deliverable.

3. 3
   Team rates

   Add the videographer and assistant, then review their client markup.

4. 4
   Acceptance

   The accepted price becomes the invoice for the same project.

Builder samples use fictional prices. Verify the actual agreement, quantities, and tax defaults before sharing a real document.

How it connects to the rest of your workspace

The same booking context carries through these tools. Follow a guide to see the next part of the process.

Common questions