You can change a quote after you send it, as long as the customer hasn't approved it yet. Add a line, fix a price or quantity, or update the notes, then resend it.
When you can edit
- Draft: everything can be changed.
- Sent or Viewed: you can add, edit and remove line items, and edit the notes. Nothing else on the quote changes. If you try, you'll see "Only the notes and line items can be changed after a quote is sent."
- Approved: the quote is locked. The customer agreed to those numbers. If the job changes, duplicate the quote and send the copy. See Duplicating a quote or invoice.
Add a line
- Open the quote.
- In the Line Items card, click Add item.
- Under Service, pick from your price list, or choose Custom item… to type your own.
- Check the Name, Qty and Price ($).
- Click Add.
Change a line
Click the pencil next to the line's total. The Edit line window lets you change the Name, Description, Qty, Price ($) and Discount ($). Click Save. The quote's totals update right away.
On a discount line, the price box is called Credit ($) and there is no Discount box.
Edit the notes
Click Edit notes (or Add notes if there are none yet) under the line items. You get two boxes:
- Notes (the customer sees these)
- Internal notes (staff only)
Click Save.
Resend the quote
On a Sent or Viewed quote, each of these windows reminds you: "The customer won't see changes until you resend the quote. Their old link shows the new total, and they can't approve the old one."
When you save, the message says "Line updated. Resend the quote so the customer sees it." or "Item added. Resend the quote so the customer sees it." Click Resend on the quote to send it again. See How to create and send a quote to a customer.
Who can edit
Anyone who can create quotes can edit them. By default that is Owner, Admin, Manager, Front Desk and Service Writer. Technicians can't.
If your shop locks prices for counter staff, Front Desk and Service Writers can change a line's name, description and quantity, but not its price or discount. The window says "Prices come from your price list. Ask a manager to change a price." They can add items from the price list, but not custom items. See Locking prices for counter staff.
Fleet contract prices and any HQ price floors still apply when you save a line. See Why a quote price doesn't match your price list.
Frequently asked questions
Q: Can I change a quote after I send it?
A: Yes, while it is Sent or Viewed. On the quote's page, use Add item, the pencil on a line, or Edit notes. Then resend the quote so the customer sees the change.
Q: Can I edit an approved quote?
A: No. Once the customer approves, the quote is locked because they agreed to those numbers. Duplicate it if the job changes.
Q: What happens to the link the customer already has?
A: It shows the new total, and the customer can't approve the old version. Resend the quote so they know it changed.
Q: Why can't I change the price on a line?
A: Your shop locks prices for counter staff. You can still change the name, description and quantity. Ask a manager to change a price.
Q: Can I change the deposit or the valid-for days after sending?
A: No. After a quote is sent, only the notes and line items can be changed.