Build proposals that win business

A well-crafted quotation shows your client exactly what they're getting and what it costs. It demonstrates professionalism, sets clear expectations, and makes it easy for them to say yes. In Officaid, creating a quotation takes just a few minutes, and the result is a polished, professional document ready to send.

Before You Begin

Every quotation in Officaid is linked to a deal. Before creating a quotation, make sure you have:

• A deal in your pipeline for this opportunity
• A lead (company or contact) associated with that deal
• Your company details configured in Settings, including your logo if you want it to appear on quotations

If you don't have a deal yet, you can create one as part of the quotation process. Officaid will guide you through the flow.

How to Create a Quotation

There are two ways to start creating a quotation:

From a deal:

1. 1 Navigate to Sales → Pipeline and click on the deal you want to create a quotation for
2. 2 On the Deal Details page, find the Quotations section
3. 3 Click the + Add Quotation button
4. 4 Fill in the quotation details (explained below)
5. 5 Click Add Quotation to save

From the Quotations dashboard:

1. 1 Navigate to Sales → Quotations
2. 2 Click + Add Quotation in the top right corner
3. 3 You'll be taken to a deal page where you can select or create a deal
4. 4 In the Quotations section, click + Add Quotation
5. 5 Fill in the quotation details (explained below)
6. 6 Click Add Quotation to save

Both methods lead to the same quotation form. Choose whichever is more convenient based on where you're starting from.

Once saved, your quotation is created in Draft status. You can continue editing it, mark it as ready, or send it to your client when you're satisfied.

The Quotation Form

The quotation form is laid out similarly to an invoice, making it familiar if you've created invoices in Officaid before. Here's what each section contains:

Header Section

At the top of the form, you'll see your company details and logo. These are pulled from your company settings.

• Your company name, address, and registration number appear automatically
• Your company logo displays in the top right corner if you've uploaded one
• Click Edit Your Company Details to update this information
• Click Remove Logo if you don't want the logo on this quotation

Deal and Client Information

This section links the quotation to your deal and displays the client's details:

• Deal shows which deal this quotation belongs to. This is pre-filled based on where you clicked "Add Quotation" and cannot be changed.
• Client is automatically populated from the deal's linked lead. The client's full details appear, including company name, address, phone number, email, and website.
• Click View Client to open the client's full profile in the Network module

The note "This quotation is part of the above deal" confirms the link between your quotation and the deal.

Quotation Details

These fields define the key information about your quotation:

• Quotation Date is the date the quotation is issued. This defaults to today but can be changed.
• Valid Until is the expiry date for your offer. After this date, the quotation status changes to Expired. Set a reasonable validity period, typically 14 to 30 days.
• Quotation Number is auto-generated by Officaid (e.g., QUO-20251200003). This unique reference helps you and your client identify the quotation.
• Quotation Currency determines which currency the quotation is in. This defaults to your company's base currency but can be changed for international clients.

Line Items

This is where you detail what you're offering. Each line item represents a product or service you're quoting:

• Item is the product or service name. You can select from your saved Items catalogue or type a custom description.
• Qty is the quantity you're quoting.
• Rate is the price per unit.
• Amount is calculated automatically (Qty × Rate).
• Description is an optional field for additional details about this line item. Use it to clarify scope, specifications, or deliverables.
• Taxable toggle determines whether tax is applied to this line item. Turn it on if the item is subject to tax.

Click + Add Item to add more line items. You can add as many as needed to fully describe your offering.

To remove a line item, click the delete icon on the right side of that row.

Totals and Discounts

Below the line items, the totals section calculates your quotation value:

• Subtotal is the sum of all line item amounts before tax or discounts
• Discount lets you apply a discount to the entire quotation. Enter the amount and select the currency. Leave at 0 for no discount.
• Quotation Total is the final amount after applying discounts and taxes

If any line items have the Taxable toggle enabled, the applicable tax will be calculated and added to the total.

Payment and Notes

The final section includes optional fields for payment details and notes:

• Payment Account lets you specify which bank account payment should be made to. This information appears on the quotation, making it easy for clients to pay once they accept.
• Note to Client is a message that appears on the quotation PDF. Use it for terms and conditions, thank you messages, or any other information for the client.
• Internal Notes are private notes that only your team can see. These do not appear on the quotation sent to the client. Use them for internal reminders or context.

Saving Your Quotation

When you've completed the form, click Add Quotation to save. Your quotation is created in Draft status.

From here, you can:

• Continue editing if you need to make changes
• Mark as Ready when the quotation is finalised
• Download the PDF to review how it looks
• Delete the quotation if it's no longer needed (only available for drafts)

The quotation also appears in the Quotations section on the Deal Details page, showing the date, quotation number, status, and amount.

Tips for Effective Quotations

A quotation is often your client's first detailed look at what you're proposing. Make it count:

Be specific with line items. Instead of "Consulting Services", use "Website UX Audit - 3 Day Engagement". Specificity builds confidence.

Use descriptions generously. Each line item can have a description. Use this space to clarify exactly what's included, deliverables, or any assumptions.

Set realistic validity periods. Give clients enough time to review and decide, but not so long that your costs might change. 14-30 days is typical.

Include payment terms. Use the Note to Client field to specify when payment is due, accepted payment methods, or deposit requirements.

Review before sending. Download the PDF and review it as your client will see it. Check for typos, calculation errors, and missing information.

Frequently Asked Questions

What's Next?

Now that you've created a quotation, explore these related articles:

• Managing Quotation Details to learn about the quotation page and available actions
• Sending a Quotation to email your quotation to the client
• Managing Items to save products and services for quick selection