Quote settings
Settings → Quotes contains account-owner controls for new-quote defaults, pricing math, and lifecycle rules. These are not a bulk repricing command for existing accepted quotes or locked service terms.
New quote defaults
The composer starts with Deposit + completion draft and a 25% deposit unless your organization changes them. Review the actual billing mode and deposit on each quote before sending.
| Billing mode | Intended flow after acceptance |
|---|---|
| Deposit only | Deposit now; arrange the remaining billing separately |
| Bill in full now | Invoice the one-time total |
| Draft for completion | Prepare the full amount as a draft for later finalization |
| Deposit + completion draft | Deposit now and a completion-balance draft |
| Deposit + progress payments | Deposit followed by administrator-triggered progress bills |
| Milestone schedule | A signed schedule, with later stages billed as work reaches them |
Automatic billing artifacts depend on the saved quote terms and payment integration. Modes needing Stripe cannot be assumed to work on a disconnected account. A draft invoice is not an already-sent invoice.
Pricing math
The defaults are materials markup 15%, waste allowance 10%, overhead 8%, and profit markup 10%.
For eligible AI-estimated supplier-cost material lines, the pricing helper applies these as sequential allowances, not a single added percentage. Waste already included in explicit bill-of-material quantities should not be charged again through the price allowance.
These rules are not a blanket markup on every draft line. Explicit customer prices, catalog customer prices, supported service/labor references, and provider-direct costs are treated differently from estimated material costs.
Profit markup is markup, not a guaranteed job profit margin. The quote does not establish the eventual labor, purchase, or overhead cost. Review the line's price source and allowances.
The composer's individual materials-markup control is separate from the AI helper's full material-cost calculation. Inspect the final quantity, unit price, and line total after changing prices or switching between catalog and supplier references.
Recurring services and provider-direct costs
A quote can include recurring services your business sells and costs the client pays to outside providers. Review the amount, monthly/annual cadence, whether it is optional, and who receives payment.
Provider-direct costs are disclosed separately; they are not collected by your business in the one-time total or deposit. Do not apply your materials markup to them. If your business resells a recurring service, model it as your service rather than as a client-paid provider cost.
A supplier listing is a pricing reference, not a checkout guarantee. An accepted quote is price-history evidence, not proof of actual job cost or profit. Changing catalog prices should not silently replace existing locked prices; updating agreed terms is a separate workflow.
Quote lifecycle
- Acceptance grace period (days): how long past the quote's expiry acceptance is allowed. Default 0 means strict expiry.
- Counter-offer limit: limits how many change requests the client can make on one quote. Default 3.
- Cancel unpaid deposits after (days): enables the automatic unpaid-deposit cancellation rule. Default 0 disables it; scheduled processing must run for an enabled rule to take effect.
- Create a project automatically when a quote is accepted: enabled by default; the acceptance workflow can create a project with the quote budget.
Lifecycle rules are organization settings, distinct from the billing defaults editable in the composer. Save after changing the form and inspect a new draft before relying on the defaults.
Quote AI models are configured separately under AI Models & Chat. For mobile drafting and temporary recovery, see Field Mode.