Creating Quotes

This guide walks you through creating a quote from scratch.

Quick Steps

1. Click + New Quote from the sidebar
2. Select or create a client
3. Add line items for services
4. Review totals
5. Save as draft or send

Step-by-Step Guide

1. Start a New Quote

From anywhere in YardPilot:

• Click + New Quote in the sidebar, or
• Go to Quotes → New Quote

2. Select a Client

Search for an existing client by name, email, or phone. If the client doesn't exist:

1. Click + New Client
2. Enter their details
3. The new client is automatically selected

TIP

You can also start a quote from a client's profile page - click Create Quote and the client is pre-selected.

3. Select a Property

If the client has multiple properties, select which property this quote is for. Or add a new property if needed.

4. Add Line Items

Click Add Item to add services to your quote.

Field	Description
Service/Description	What you're quoting for
Quantity	Number of units
Unit	How it's measured (each, hour, sqm, etc.)
Unit Price	Price per unit (exc. GST)

Adding from Catalog

If you have a service catalog set up:

1. Click Add from Catalog
2. Search or browse services
3. Click to add - pricing is pre-filled

Custom Line Items

For one-off items, simply type the description and price directly.

Multiple Lines

Add as many line items as needed. Each appears as a separate row on the quote.

5. Add Optional Details

Internal Notes

Notes only visible to your team - not shown to the client.

Quote Notes

Notes shown on the quote, above the line items. Use for scope explanations.

Terms & Conditions

Shown at the bottom of the quote. Your default terms are pre-filled from Settings.

6. Set Quote Options

Valid Until

How long the quote is valid. After this date, the quote expires automatically.

Quote Number

Auto-generated based on your settings, but can be edited if needed.

7. Review & Save

Before saving, review:

• Client and property details
• All line items and prices
• Subtotal, GST, and total
• Validity date

Click Save Draft to save without sending, or Save & Send to email immediately.

GST Handling

Important

All prices should be entered excluding GST. YardPilot calculates GST automatically based on your company settings.

If you're not GST registered, ensure this is set correctly in Settings → Company → Tax Settings.

After Creating

Once saved, you can:

• Send to the client
• Edit the quote (while still in Draft)
• Duplicate to create a similar quote
• Delete if no longer needed

Tips for Better Quotes

1. Be specific - Detailed descriptions reduce client questions
2. Break down large jobs - Show each component separately
3. Include exclusions - State what's NOT included to set expectations
4. Set realistic validity - 14-30 days is typical for most services
5. Use templates - For repeat services, create templates to save time

Next Steps

Ready to send? See Sending to Clients.