---
title: "Quotes"
url: https://flexie.io/resources/finance/quotes
description: "A price offer to your customer, before any money changes hands. Build it from products, send it as a PDF, and when the customer agrees, turn it into an invoice."
---

# Quotes

Last updated 26 May 2026

![A Flexie quote with line items, taxes, and totals, ready to send to a customer](https://flexie.io/image/resources/finance-quotes.png)

A price offer to your customer, before any money changes hands. Build it from products and services, send it as a PDF, and when the customer agrees, turn it into an invoice.

## What a quote is

A **quote** is a structured offer you make a customer. It lists the things you'll do or sell, what they cost, what taxes apply, and how long the price is good for. It's a working document: you can revise it, share new versions, and negotiate, until the customer agrees.

A quote is _not_ financial yet. It doesn't appear in your revenue, it doesn't create any accounting entries. Only when you turn it into an invoice does the money side begin.

## Creating a quote

Click **New** on the quotes list.

### The header

| Field                      | What it does                                                                                                          |
| -------------------------- | --------------------------------------------------------------------------------------------------------------------- |
| **Title**                  | A short name for the quote (shown internally and at the top of the PDF).                                              |
| **Customer name**          | The person or company the quote is for.                                                                               |
| **Customer (record link)** | Link to the contact, lead, or account this customer corresponds to in Flexie, so the quote appears on their timeline. |
| **Deal**                   | Optional, link the quote to a sales deal.                                                                             |
| **Owner**                  | The user who owns this quote in Flexie (defaults to you).                                                             |

### Addresses

Two address blocks, **Billing** and **Shipping**:

* Street, city, postcode/ZIP, region/state, country.
* The billing address appears on the PDF; the shipping address is for delivery (useful when they differ).

If the addresses are the same, fill in the billing block and skip shipping (or copy across with one click).

### Currency

| Field             | What it does                                                                                              |
| ----------------- | --------------------------------------------------------------------------------------------------------- |
| **Currency**      | The currency the quote is in, _USD_, _EUR_, _GBP_, any standard currency code.                            |
| **Exchange rate** | If the quote is in a foreign currency, the rate to your account's base currency at the time of the quote. |

### Validity

| Field               | What it does                                                                                                 |
| ------------------- | ------------------------------------------------------------------------------------------------------------ |
| **Expiration date** | When the price stops being guaranteed. After this date, the quote shows as _expired_ on the customer's view. |
| **Terms**           | Your terms and conditions: pricing notes, payment terms, anything else. Appears at the bottom of the PDF.    |
| **Internal note**   | Notes only your team sees, never goes on the PDF.                                                            |

## Line items

The heart of the quote. Each line is a product or service from your [products library](https://flexie.io/resources/finance/products).

### Adding a line

For each line:

| Field           | What it does                                                                                            |
| --------------- | ------------------------------------------------------------------------------------------------------- |
| **Product**     | Pick from your products list. The line auto-fills from the product: description, unit price, unit, tax. |
| **Description** | The description that appears on the PDF. Pre-filled from the product; override per-line for one-offs.   |
| **Quantity**    | How many. The unit (each, hour, day) comes from the product.                                            |
| **Unit price**  | The price per unit. Pre-filled from the product; override for negotiated deals.                         |
| **Discount**    | A line-level discount, _percentage_ (e.g. 10%) or _fixed amount_ (e.g. £50 off this line).              |
| **Tax**         | Which tax applies. Pre-filled from the product; you can change it per line.                             |

The line total recomputes as you type. Flexie shows you both the **subtotal** (the maths before tax) and the **line total** (subtotal minus discount, then add or include tax depending on the product's tax-calculation setting, see [Products → Tax](https://flexie.io/resources/finance/products#tax)).

### Reordering and removing lines

Drag the handle on the left of each line to reorder. The little _x_ button at the end removes the line.

### Quote-wide discount

Below the line items, an optional **quote-level discount** applies on top of the subtotal, also as a percentage or fixed amount. Use this for "round it down to a nice number" deals or end-of-quarter incentives.

## The totals block

At the bottom of the quote you'll see:

|           | Amount        |
| --------- | ------------- |
| Subtotal  | £1,234.56     |
| Discount  | −£50.00       |
| Tax       | £236.91       |
| **Total** | **£1,421.47** |

When **all** lines use tax-inclusive pricing, the layout shifts slightly to show _Total including tax_ with the tax broken out below, still adding up to the same total.

## Quote status

A quote moves through a small set of statuses:

| Status        | Meaning                                                                                                    |
| ------------- | ---------------------------------------------------------------------------------------------------------- |
| **Draft**     | Being worked on. Not sent to the customer yet.                                                             |
| **Sent**      | Delivered to the customer (email, SMS, WhatsApp, PDF download).                                            |
| **Won**       | The customer has agreed, but no invoice has been raised yet.                                               |
| **Invoiced**  | One or more invoices have been raised against this quote. Once _invoiced_, the quote is locked from edits. |
| **Cancelled** | The deal didn't close, or the quote was withdrawn.                                                         |

You can move a quote between _Draft_ and _Sent_ freely. Once it's been _invoiced_ (even partially), the quote is read-only, see [Convert to Cash](https://flexie.io/resources/finance/convert-to-cash).

## Versions

Sometimes a quote goes through several revisions before the customer agrees ("can you take that line out and add this one?"). Each save creates a **version**. The quote keeps a version number so you can see how many revisions it's been through, and the PDF shows the version of the quote at the moment of send.

## Sending the quote

You can deliver a quote three ways:

* **Download PDF**, for printing or handing over in person.
* **Email**, directly from the quote, with the PDF attached. You can pick a template (e.g. _"Quote, first send"_, _"Quote, revised"_), see [Templates](https://flexie.io/resources/inbox/templates).
* **SMS or WhatsApp**, a short message with a link to the quote's PDF.

After sending, the quote's status flips to **Sent**.

## What the customer sees

The PDF is a branded document showing:

* Your company name, logo, contact details (from your account settings).
* The customer's name and address.
* The quote number, date, and expiration date.
* The line items with quantities, unit prices, discounts, and taxes.
* The totals block.
* Your terms and conditions.

Layouts come from **quote templates**, your administrator can edit the HTML / CSS to match your branding.

## Acceptance

When the customer says yes, you move the quote forward, see [Convert to Cash](https://flexie.io/resources/finance/convert-to-cash) for the full flow.

In short:

1. Open the quote.
2. Click **Convert to Invoice** (or **Convert to Cash**, depending on the build).
3. Pick how you want to invoice it, _full_, _percentage_, _fixed amount_, see the deep-dive.
4. Flexie creates the invoice(s) and updates the quote's status.

If the customer declines, change the quote's status to _Cancelled_.

## Gotchas

* **A line's price is captured the moment you add it.** Changing the product's master price later doesn't change quotes that already use it. Useful, your historical quotes stay accurate.
* **Don't edit a quote that's already been invoiced.** Flexie locks it for you, but if you absolutely need to revise (say, the customer changed their mind) create a fresh quote. The invoiced amount on the old quote stays on the books.
* **Expiration dates are advisory.** A quote past its expiration date still works; it just shows the customer that the offer has expired. Renew by changing the expiration date and re-sending.
* **Foreign-currency quotes** record the exchange rate at the moment the quote was made. The exchange rate at _invoice_ time is what ends up in your books, they can differ; Flexie shows you both.

## Next

* [Invoices](https://flexie.io/resources/finance/invoices): what the quote becomes when the customer agrees.
* [Convert to Cash](https://flexie.io/resources/finance/convert-to-cash): the smart bridge from quote to invoice, including down payments and partial invoicing.