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Creating Quotes

Step-by-step guide to creating professional quotations in Quotejam.

Creating quotes in Quotejam is fast because you’re selecting from your product catalog, not typing everything manually. Most quotes take under 2 minutes.

Creating a New Quote

  1. Click New Quote from the dashboard or quotes list
  2. Select a customer (or create one on the fly)
  3. Add line items from your product catalog
  4. Review totals and add any notes
  5. Save or send

Adding Line Items

From the Catalog

  1. Click Add Item
  2. Search or browse your product catalog
  3. Select items and quantities
  4. Click Add to Quote

Product Sets

If you’ve created product sets (bundles), you can add the entire set in one click. Great for:

  • Split system installations (indoor + outdoor units)
  • Starter kits with multiple components
  • Standard configurations you quote often

Equipment Tags

For project-based quotes, you can add equipment tags to line items:

  • Tag items with references like “ELEC-01” or “PUMP-B2-05”
  • Tags appear on the quote next to each item
  • Helps customers match quotes to engineering drawings or specs

Pricing and Discounts

Adjusting Prices

For each line item, you can:

  • Use the catalog price (default)
  • Enter a custom unit price
  • Apply a percentage discount

Quote-Level Discounts

Apply discounts to the entire quote:

  • Internal discount — Percentage-based, shown on the PDF as percentage and amount
  • Special discount — Percentage or fixed amount, shown on the PDF as amount only (hides the mechanism from customers)

Margin Visibility

If you’ve set cost prices on your products, Quotejam shows your margin on each line item. This helps you:

  • Avoid pricing below cost
  • Maintain target margins
  • Make informed discount decisions

Cost prices and margins are only visible to Owner and Admin roles.

Tax

Tax can be configured for your quotes. Set a default tax rate, choose a label (GST, VAT, Tax, or custom text), and toggle whether tax is displayed on quotes. New quotes inherit your default rate, which can be overridden per quote.

Multi-Currency

Quotes can be created in different currencies. Each quote tracks its currency and exchange rate, so you can quote international customers in their preferred currency while maintaining your base currency for reporting.

Quote Statuses

Quotes move through these statuses:

StatusMeaning
DraftWork in progress, not yet sent
Pending ReviewNeeds manager approval (if approval workflows are configured)
ApprovedPassed approval, ready to send
SentDelivered to customer
ViewedCustomer opened the portal link
AcknowledgedCustomer confirmed receipt
RejectedCustomer declined
ExpiredPast the valid-until date
SupersededReplaced by a newer revision (terminal state — cannot transition out)

Note: “Acknowledged” means the customer confirmed they received the quote — it’s not a contractual acceptance. Quotejam is a quotation tool, not a contract signing platform.

Sharing Quotes

Customer Portal

Every sent quote gets a unique shareable link. Customers can:

  • View the full quote details
  • Acknowledge receipt
  • Leave comments
  • Reject the quote
  • Download the PDF

No login required. You can optionally set a password or expiration on the link.

PDF Download

Generate a professional branded PDF directly in your browser. The PDF includes:

  • Your company logo and branding
  • All line items with specifications
  • Payment terms and conditions
  • Totals and any discounts

Spec sheet presentation: When specifications are enabled, you can choose between two layouts:

  • Comparison Table — Side-by-side spec comparison with one page per product category, specs as rows, products as columns
  • Product Catalog — Product cards with images and specifications, grouped by category

Configure this in Quote Style settings.

Duplicating and Revising Quotes

Duplicate

Create a copy of any quote:

  1. Open an existing quote
  2. Click Duplicate
  3. Modify as needed
  4. Save as a new quote

Revise

Create a new revision of a sent quote:

  1. Open the quote
  2. Click Revise
  3. Make changes
  4. The original is marked as superseded, and a new revision number is assigned (e.g., QT-202601-0001-R2)

Tips for Better Quotes

  • Configure quote numbering — Customize the format (prefix, date part, separator, digit count) in Settings to match your business conventions
  • Set expiry dates — Creates urgency and keeps quotes current
  • Add notes — Explain inclusions, exclusions, or special terms
  • Use equipment tags — Helps customers match items to their specs
  • Preview before sending — Use the PDF preview to catch errors

For more quoting strategies, see Quoting Best Practices.