Managing Quotes – ZYNOFF

Overview

This guide will walk you through creating, managing, and sending quotes in ZYNOFF. You'll learn how to add products and services, customise quote sections, send quotes to clients for approval, and convert approved quotes to jobs.

Getting Started

To access the Quotes feature, navigate to Generate Revenue > Quotes from the left sidebar. You'll see the Quotes page where you can view all existing quotes and create new ones.

Step 1: Create a new quote

Click the green + Quote button at the top right of the Quotes page to begin creating a new quote.

Select a customer

Click the + Customer button to open the customer selection modal
Search for an existing customer using the search field, or click the green + Customer button to add a new customer
Select your customer from the list
Click the green Next button to proceed

Select a site

After selecting a customer, you'll be prompted to select a site location for the quote.

Search for the site using the search field
Select the appropriate site from the list
Click the green Finish button to proceed

Step 2: Add quote details

Once you've selected the customer and site, the quote creation form will display the customer's contact details and site address at the top.

Basic information

Quote Number: Automatically generated (e.g., Q001)
Title: Enter a descriptive title for the quote (e.g., "HVAC System Repair")

Add sections and items

The quote builder uses sections to organise products and services. Each section can contain multiple line items.

Enter a section title in the Section Title field (e.g., "HVAC")
Click Add Description if you want to include additional context for this section
Use the column toggles to show or hide specific columns in the customer-facing PDF:
- Product / Service (green tick indicates visible)
- Qty (quantity)
- Cost
- Price
- Markup
- Tax
- Disc. (discount)
- Total

Important: Only columns with a green tick will be visible to the customer in the quote PDF. This allows you to track internal information (like cost and markup) whilst only showing relevant pricing information to clients.

Add products or services

You have two options for adding items to your quote:

Option 1: Select from existing items

Click the All Items dropdown and select a category
Click Select supplier if needed
Choose items from your product/service library

Option 2: Add custom items

Click in the search field that says "Type to search or add one off line item"
Type your custom item name
Press Enter to add it as a one-off line item

For each item, enter the following details:

Qty: Quantity required
Cost: Your cost for the item
Price: Client-facing price
Markup: Percentage markup (automatically calculated based on cost and price)
Tax: Tax percentage applicable
Disc.: Any discount percentage

Add multiple sections

To create a well-organised quote with multiple categories:

Click the green + Add new section button below your current section
Repeat the process to add additional sections with their own titles and line items

Add subsections

For more detailed organisation within a main section, you can add subsections:

Within any main section, click the green Add Sub Section link at the top right
Enter a Sub Section Title in the field provided
Click Add Description if needed to add context for the subsection
Add products or services to the subsection using the same process as main sections
Use the column toggles to control which columns are visible for the subsection
Click the green + Add Sub Section link again to add more subsections within the same main section

Subsections allow you to break down complex work into smaller, more detailed categories. For example, within an "HVAC" section, you might have subsections for "Inspection", "Repair", and "Maintenance".

Step 3: Configure tax settings

If tax applies to your quote, you need to add the appropriate tax rate.

Click in the Tax column for any line item
Click Add Tax in the modal that appears
Select your tax rate from the Tax Rate dropdown (e.g., "GST (15.00%)")
Click the green Add button

The tax will be applied to the selected items, and the quote summary will update to show:

Subtotal
Discount (if applicable)
Total with Discount
Tax amount
TOTAL (final amount)
Cost
Estimated Profit
Profit Margin percentage

Step 4: Add customer message and terms

Personalise your quote with a customer-facing message and define your terms and conditions.

Customer message

In the Customer Message field, enter a message that will appear on the quote PDF sent to your client.

Terms and conditions

In the Terms / Conditions field, specify the validity period and any other terms.

Note: You can preset default customer messages and terms in the Settings section, which will automatically populate these fields when creating new quotes. This saves time and ensures consistency across all your quotes.

Step 5: Add internal notes

The Notes section allows you to add internal comments that won't appear on the customer-facing quote PDF.

Click the green + Note button
Enter your internal notes in the field that appears
These notes are visible only to your team members

Step 6: Save and send the quote

At the bottom of the quote form, you have two options:

Option 1: Save as draft

Untick the Email quote to customer checkbox
Click the green Save button
The quote will be saved but not sent to the customer
You can review and edit it later before sending

Option 2: Send immediately

Keep the Email quote to customer checkbox ticked
Click the green Save button
The quote will be saved and automatically emailed to the customer with a PDF attachment

After saving, you'll see a success notification: "Quote added successfully!"

Step 7: View and manage existing quotes

Once created, quotes appear in the Quotes list with the following information:

Quote Number: Unique identifier
Customer: Customer name
Site: Site address
Title: Quote title
Status: Current status (Draft, Pending Customer Approval, Customer Approved, or Rejected)

Filter and search quotes

Use the tools at the top of the Quotes page to manage your quotes:

Status filter dropdown: Select “All” or filter by a specific status
Date range: Select date ranges to filter quotes by creation date
Refresh button: Click to reload the quote list
Search field: Enter keywords to find specific quotes
+ button: Create a new quote

Understanding quote statuses

Quotes can have one of four statuses, which you can view and filter using the status dropdown:

Draft: Quote has been created but not yet sent to the customer. You can edit and modify draft quotes freely.
Pending Customer Approval: Quote has been sent to the customer and is awaiting their response. The quote can still be revised if needed.
Customer Approved: The customer has reviewed and approved the quote. The quote is now locked and cannot be edited directly. Use the Revise Quote option if changes are needed.
Rejected: The customer has declined the quote. You can revise and resend if you want to make another attempt.

Step 8: Review quote details

Click on any quote in the list to view its full details. The quote detail page shows:

Customer information (name, phone, email, address)
Quote number and creation date
Quote title
Current status badge in the top right (Draft, Pending Customer Approval in orange, Customer Approved in green, or Rejected in red)
All sections and line items
Price breakdown and totals
Customer message and terms

Available actions

At the top of the quote detail page, you'll find action buttons:

Generate PDF: Download a PDF version of the quote
Pending Customer Approval (dropdown): View current status and take actions
Actions (dropdown): Access additional options

Step 9: Customer quote approval

When you send a quote to a customer, they receive an email with a link to view and approve the quote online.

Customer approval page

The customer approval page displays:

Quote reference number and title
Your company contact details
Customer details (name, phone, email, site address)
Quote number and creation date
Quote title
View PDF button to download the full quote document
Customer message
Terms and conditions
Two action buttons: Reject (red) and Approve (green)

Quote PDF view

When customers click View PDF, they see a professional quote document with:

Site address
Quote title with reference number
Quote date and expiry date
Quote number and site address
Customer message
Itemised sections with quantities, prices, and amounts
Subtotal, tax, and total breakdown
Terms and conditions

Expected start date

When a customer clicks Approve, they're prompted to provide an expected start date:

A modal appears with the heading "Expected Start Date"
The message explains: "Please provide the expected start date for this job. We will schedule it according to our team's availability and will make every effort to align with your preferred timeline."
Customer selects a date from the date picker
Customer clicks the green Submit button
Customer can click Close to cancel

Once the customer submits their expected start date and approves the quote, the status changes to Customer Approved (displayed in green).

Step 10: Managing approved quotes

Once a quote is approved by the customer, the status changes to Customer Approved and appears in your Quotes list.

Available actions for approved quotes

Click on an approved quote to access additional options via the Actions dropdown:

Email to Customer: Resend the quote to the customer
Convert to Job: Create a new job based on the quote
Revise Quote: Make changes to the quote (see next section)
Delete: Remove the quote from the system

Important note about editing

Once a quote is customer approved, you cannot edit or revise it directly. If you need to make changes to an approved quote, you must first change the status to Rejected, and then you can use the Revise Quote option from the Actions menu.

Step 11: Revising quotes

If you need to make changes to a quote, the revision process depends on the quote's current status.

When to revise a quote

The customer requests changes to pricing or scope
You need to add or remove items
You need to update terms or conditions
You need to correct an error

How to revise a quote

For Draft or Pending Customer Approval quotes:

Open the quote you want to revise
Click the Actions dropdown
Select Revise Quote
Make your changes to any section of the quote
Click Save

For Customer Approved quotes:

Open the approved quote
Click the status dropdown (showing "Customer Approved")
Change the status to Rejected
Now click the Actions dropdown
Select Revise Quote
Make your changes to any section of the quote
Click Save

The revised quote automatically:

Creates a new version with updated information
Updates the quote number with a revision indicator
Sends the new version to the customer (if you have the "Email quote to customer" option ticked)
Maintains the quote history in the Revisions section
Resets the status to "Pending Customer Approval" so the customer can review and approve again

Viewing revisions

At the bottom of the quote detail page, you'll find a Revisions section that shows a complete history of all quote versions. This section displays:

Revision: Quote number and title with a "Current" badge for the active version
Date: Date and time when each revision was created
Total: Total amount for each version
Action: View button to see each previous version

This revision history helps you track changes over time and allows you to review what was quoted in previous versions.

Step 12: Converting quotes to jobs

Once a quote is approved, you can convert it into a job to begin work.

Open the approved quote
Click the Actions dropdown
Select Convert to Job
A new job will be created with all the quote details
The expected start date provided by the customer during approval will be used for job scheduling

This automatically transfers all quote information into the job management system, eliminating the need to re-enter data.

Best Practices

Descriptive titles: Use clear, specific titles that identify the work at a glance (e.g., "HVAC System Repair" rather than just "Quote 1")
Organised sections: Break complex quotes into logical sections to make them easier for clients to understand. Use subsections for detailed breakdowns within larger categories
Professional messaging: Keep customer messages professional yet friendly, and clearly state what happens next
Preset templates: Set up default customer messages and terms in Settings to save time and maintain consistency across all quotes
Column visibility: Think carefully about which columns to show customers in the PDF. Hide internal columns like Cost and Markup to keep the quote client-focused
Accurate pricing: Double-check all costs, markups, and tax calculations before sending to avoid revisions
Clear terms: Always include quote validity period and payment terms to set proper expectations
Internal notes: Use the notes section to record important context for your team (e.g., "Client mentioned tight timeline" or "Follow up if no response in 3 days")
Draft review: For large or complex quotes, save as draft first and review the PDF before sending to the customer
Prompt follow-up: If a quote remains pending approval for several days, follow up with the customer to answer any questions

Troubleshooting

I can't edit my quote after saving it

If the quote has been approved by the customer, direct editing is locked to maintain quote integrity. To make changes:

Change the quote status to Rejected using the status dropdown
Use the Revise Quote option from the Actions dropdown menu to create an updated version

Draft and Pending Customer Approval quotes can be revised directly without changing the status first.

The customer didn't receive the quote email

Verify the customer's email address is correct in their profile
Check that the Email quote to customer checkbox was ticked when you saved the quote
Ask the customer to check their spam/junk folder
Resend the quote using the Email to Customer option in the Actions dropdown

What happens if a customer rejects my quote?

If a customer clicks Reject on the quote approval page, the status changes to "Rejected". You can still take action:

Review the quote to identify potential issues (pricing, scope, timeline)
Use the Revise Quote option to make improvements
Contact the customer to discuss their concerns
Resend the revised quote for reconsideration

Tax isn't calculating correctly

Ensure you've added the correct tax rate using the Add Tax option
Verify the tax percentage matches your local tax requirements
Check that tax is applied to the correct line items
The tax calculation is based on the "Total with Discount" amount, not the subtotal

I need to change the quote after the customer approved it

Customer approved quotes cannot be revised directly. First, change the status to Rejected using the status dropdown, then use the Revise Quote feature from the Actions dropdown. This creates a new version whilst maintaining the revision history. The customer will need to re-approve the revised quote.

The PDF doesn't display all my columns

Only columns with a green tick (marked as visible) in the quote builder will appear in the PDF. Edit your quote and tick the columns you want to display, then save the changes.

How do I set up default messages and terms?

Navigate to Settings from the left sidebar to configure preset customer messages and terms and conditions. Once set up, these will automatically populate in all new quotes, saving you time and ensuring consistency.

Need More Help?

If you encounter any issues with quotes, please contact our support team or refer to our other help articles for more guidance on using ZYNOFF.