Creating a quote

A quote is a priced proposal for a job. You build it as a draft, add line items, and send it when it is ready. Your client approves or declines, and an approved quote converts straight into an invoice, so the price you agreed on is the price you bill.

OneTool numbers quotes for you. Your first quote is Q-000001, and each new quote takes the next number automatically.

1. Go to Quotes in the sidebar and click Create Quote.
2. Pick the Client. This is the only required field.
3. Attach a Project if the quote belongs to a specific job.
4. Give the quote a Title, and set a Valid until date if the price has a shelf life.
5. Add a Message to client and any Terms & conditions.
6. Click Create quote. OneTool creates the draft, opens the quote, and puts your cursor in the first line item so you can start typing right away.

1. Open a quote attached to a project in an active recurring series and save the content you want to reuse.
2. Choose Use for this series from the quote’s actions, then Copy drafts only. Review the counts, then choose Copy drafts.
3. Open the project’s overview to manage Future quote setup. The saved version is used for later visits; source edits are published only when you copy again.

Each copy has its own quote number and line items. The saved title, message, terms, discount, tax and PDF display settings are reused, and totals are recalculated. Copies start as drafts and stay hidden from the client portal until sent. Copying does not carry over approval, signatures, documents, signing settings or the original offer’s expiry date.

A recurring agreement is different from an ordinary copied quote. Its PDF records the service scope, cadence, billing method and reusable payment terms. Approved future visits identify the agreement they inherit and do not ask the client to sign each visit again. A visit-specific price change is shown as an override. Choose Use agreement pricing on that visit’s quote to return it to the approved agreement terms.

To close an unapproved agreement, open its series and choose Discard draft or Withdraw proposal. The quote and agreement history remain. Quotes retained as agreement history cannot be deleted, even after a proposal is discarded. Use Revise agreement to replace approved terms or End series to stop future work while keeping the approval history.

Choose Use for this series on a draft quote in an active series, then Set up a recurring agreement, the recommended option. It saves the proposed service scope, cadence, billing rhythm and payment schedule. Reopening setup restores those saved terms so you can continue the same proposal. Then click Generate PDF on the quote to create the approval version. The quote header shows the agreement steps Set up, PDF, Sent and Approved, and the series page shows the same state. The setup dialog shows the current series schedule; open Change schedule only if the agreement should change the cadence, and the series page then shows the change before the client sees it. If an agreement quote was marked approved by hand before this rule existed, the series page shows Not activated; withdraw the proposal, then send it to the client again. If an unsent agreement PDF already exists, OneTool asks before replacing it; if the client has already received a proposal, withdraw it from the series page first. While a series has an agreement, Copy drafts only is unavailable and future visits change through Revise agreement on the series page.

Copying again replaces the same source’s eligible draft copies, including ordinary edits to those drafts. Manually created quotes and quotes copied from another source remain separate. Copies that have been sent or approved, moved, explicitly removed or invoiced are preserved. Started, skipped and past visits are also excluded.

Choose Stop copying beside saved quote setup to prevent copies on newly created visits. Existing quotes and line items stay unchanged. Deleting the source quote alone does not stop its saved setup; the setup remains manageable from the project.

Copying and stopping require organization-wide access to projects and quotes, plus permission to modify both. These controls are available on Free and Business. Stop saved quote copying before changing the series client or property, then save setup for the new scope.

Line items are the priced pieces of the job, and you edit them right on the quote in a spreadsheet-style grid. Click any cell and type. The subtotal, discount, tax, and total recalculate live as you go.

1. Fill in the first row: a Description, a Qty, a Unit (like hour), and a Rate. Cost is optional and internal.
2. Press Enter to move down a row. On the last row, Enter adds a new one. The arrow keys move between cells.
3. Add more rows any time with New row at the bottom of the grid.
4. Click SKU on a row to fill its description, unit, rate, and cost from your saved price list.
5. Drag the handle on the left of a row to reorder it, and tick the row checkboxes to duplicate or delete several rows at once.

There is no Save button. Every edit saves on its own, and the marker in the Line Items header reads All changes saved once it lands. If a value cannot be saved, OneTool says so and puts the cell back the way it was.

The footer below the grid holds the pricing controls. Set a Discount in the first field and pick $ or % with the buttons inside it, then set a Tax rate as a percentage in the field below. The totals beside them update as you type, and both save a moment after you stop typing.

The Client view button under those fields opens What the client sees, which controls the columns that print on the client's copy: quantities, unit prices, line totals, and the grand total. Its label shows how many are on, and you can turn off anything you would rather not show, like unit prices on a fixed-price job.

Click Preview Document in the Line Items header to see the client's copy exactly as it will be saved. The preview needs at least one line item. From the preview you can download a copy or click Generate PDF to store it on the quote.

Generate PDF is also in the quote header, and it is available in every status, so you can produce a copy while drafting or after approval. The e-signature flow builds its signature request from the quote's PDF.

If the quote changes while its PDF is being generated, OneTool asks you to generate it again. PDFs used for a signature request or approval are kept with that history; make a new version for further changes.