Creating a quote

Written By Matthew Smith

Last updated 22 days ago

This guide explains how to create a quote inside WorkNinja.

Quotes can be created for existing clients, or you can create a new client directly during the quote creation process.

Before You Start

To create a quote, go to the Create section in WorkNinja.

At the top of this section, you will see tabs for creating:

  • Clients

  • Quotes

  • Jobs

  • Invoices

For this guide, select Quote.

1. Select or Create a Client

Once you click Quote, you will be asked to choose the client the quote is for.

You can either:

  • Search for an existing client you have already created

  • Type the name of a new client and create them directly from this section

If you select an existing client, you can then choose from the addresses saved against that client.

This is useful if the client has multiple addresses or sites.

2. Add the Quote Details

Next, add the main details for the quote.

You can enter:

  • Quote name

  • Quote description

  • Opportunity rating

  • Salesperson assigned to the quote

This helps keep your quote organised and makes it clear who is responsible for managing the opportunity.

3. Add Line Items

Below the quote details, you can add the line items for the quote.

Start by selecting a service. Services can be created and managed in your settings before creating quotes.

Once a service has been selected, you can edit the details for that line item, including:

  • Quantity

  • Unit cost

  • Unit price

  • Total

  • Tax rate

  • Description

The unit cost is hidden from the customer and is only visible inside WorkNinja.

The unit price is the price shown to the customer on the quote.

4. Add More Line Items

To add another line item, click New Line Item.

You can then select another existing service or create a new service during the quote creation process.

Repeat this step until all services, products, or work items have been added to the quote.

5. Add a Discount

Inside the line items section, you can also add a discount if required.

This allows you to reduce the quote total before sending it to the customer.

6. Add Messages and Notes

Below the line items, you will see additional sections for:

  • Client message

  • Internal notes

  • Contract disclaimer

The client message is visible to the customer and can be used to add a personalised message or extra information about the quote.

The internal notes section is only visible to users inside WorkNinja. This is useful for adding notes for your team that should not be shown to the customer.

The contract disclaimer can be used for important terms, such as payment terms, quote conditions, or bank details.

7. Save or Send the Quote

Once you are happy with the quote, you can either:

  • Click Save Quote to save it without sending

  • Click Send Quote to send it to the customer

If you click Send Quote, a pop-up will appear showing a preview of what the quote will look like.

The colours, look, and style of your quote can be edited inside your business settings.

8. Choose Email Recipients

Before sending the quote, you can choose who the quote email should be sent to.

You can edit:

  • Recipient

  • CC

  • BCC

  • Subject line

  • Email message

Once everything is ready, click Send Quote.

The quote will then be sent to the customer.

9. View the Quote

After sending the quote, WorkNinja will take you to the quote view page.

From here, you can:

  • View the quote details

  • Edit the quote

  • Convert the quote into a job

Summary

Creating a quote in WorkNinja is designed to be quick and flexible.

You can select an existing client, add quote details, include line items, apply discounts, add notes or disclaimers, and send the quote directly to the customer.

Once the quote has been created, it can also be converted into a job when the customer is ready to proceed.