How to Create a Quote

Creating a New Quote

To create a quote, open the Quotes area and select the option to create a new quote.

The first step is to select the client the quote relates to.

You can either:

• Select an existing client that has already been created in Work Ninja.

• Start typing the client's name within the Client field and select them from the available results.

• Create a new client from the client selector if they do not already exist.

Once the client has been selected, you can begin adding the details of the quote.

Adding the Quote Details

Enter a Quote Title that clearly describes the work or service being quoted for.

You can then add a Description to provide further information about the proposed work.

Depending on how your business uses Work Ninja, you can also add information relating to the sales opportunity, including:

• Opportunity Rating – used to record the sales opportunity associated with the quote.

• Salesperson – the team member responsible for managing the quote or sales opportunity.

Keeping this information up to date can help your team understand who is responsible for the opportunity and the likelihood or status of the potential sale.

Adding Line Items

The Line Items section is where you add the products or services that make up the quote.

Add each relevant item along with its associated pricing and other required information.

You can add multiple line items to the same quote where the work consists of several products, services or charges.

The line items form the main pricing breakdown that the client will see when the quote is generated.

Adding a Client Message

You can add a Client Message to provide additional information directly to the customer.

This can be used for information such as:

• A short introduction to the quote.

• Details about the proposed work.

• Important information about the service.

• Additional instructions or next steps.

The client message is intended to be customer-facing, so make sure the information entered here is suitable for the customer to see.

Adding Internal Notes

You can also add Internal Notes to the quote.

Internal notes can be used for information that your team needs to know but that should not form part of the customer-facing quote.

For example, you may use internal notes for:

• Sales information.

• Pricing considerations.

• Follow-up reminders.

• Additional information about the opportunity.

Internal notes are useful for keeping important information attached to the quote without including it within the document sent to the client.

Adding a Disclaimer

A Disclaimer can also be added to the quote.

This can be used for any relevant terms, conditions or additional information that you want to display as part of the quote.

The exact wording you use will depend on your own business requirements.

Saving a Quote

Once you have completed the quote, you can choose to Save Quote.

Saving allows you to keep the quote within Work Ninja without immediately sending it to the customer.

This is useful if:

• The quote is still being prepared.

• Someone else needs to review it.

• You want to return to it later.

• You are not yet ready to send it to the customer.

You can return to the quote later to edit or send it.

Sending a Quote

When the quote is ready to be sent to the customer, select Send Quote.

Work Ninja will generate the quote as a PDF document using the information, line items and branding configured within your account.

You can then email the quote directly to the customer.

Before sending the quote, check that the customer's email address and all quote information are correct.

Customising the Appearance of Your Quotes

The appearance of your quotes can be controlled through your Work Ninja business settings.

Go to:

Settings → Edit Business Profile

From here, you can configure branding information including:

• Your company logo.

• Your brand colours.

• Styling used across your quote documents.

These settings are used when Work Ninja generates your quote PDF, helping the document match the branding of your business.

If you make changes to your business profile, future generated documents will use the branding configured within these settings.

What Happens After a Quote Is Created?

Once a quote has been saved, it remains associated with the selected client.

You can return to the quote to review its details, make changes where required and manage it through the sales process.

If the quote progresses into work, it can then form part of the customer's wider Work Ninja history alongside their jobs and invoices.

Important

Before sending a quote, make sure that:

• The correct client has been selected.

• The customer's email address is correct.

• All line items and prices have been checked.

• Any client message or disclaimer is ready to be customer-facing.

• Your logo and branding have been configured correctly in Settings → Edit Business Profile.

Once you select Send Quote, Work Ninja will generate the customer-facing PDF using the information currently saved against the quote.