Creating Quotes
Step-by-step guide to creating professional quotations in WellQuote.
Creating quotes in WellQuote is fast because you’re selecting from your product catalog, not typing everything manually. Most quotes take under 2 minutes.
Creating a New Quote
- Click New Quote from the dashboard or quotes list
- Select a customer (or create one on the fly)
- Add line items from your product catalog
- Review totals and add any notes
- Save or send
Adding Line Items
There are several ways to add items to a quote:
From the Catalog
- Click Add Item
- Search or browse your product catalog
- Select items and quantities
- Click Add to Quote
Product Sets
If you’ve created product sets (bundles), you can add the entire set in one click. Great for:
- Split system installations (indoor + outdoor units)
- Starter kits with multiple components
- Standard configurations you quote often
Equipment Tags
For project-based quotes, you can add equipment tags to line items:
- Tag items with references like “ELEC-01” or “PUMP-B2-05”
- Tags appear on the quote next to each item
- Helps customers match quotes to drawings or specs
Pricing and Discounts
Adjusting Prices
For each line item, you can:
- Use the catalog price (default)
- Enter a custom unit price
- Apply a percentage discount
Quote-Level Discounts
Apply discounts to the entire quote:
- Percentage discount
- Fixed amount discount
- Both combine as you’d expect
Margin Visibility
WellQuote shows your margin on each line item (if you’ve set cost prices). This helps you:
- Avoid pricing below cost
- Maintain target margins
- Make informed discount decisions
Quote Statuses
Quotes move through these statuses:
| Status | Meaning |
|---|---|
| Draft | Work in progress, not yet sent |
| Pending Approval | Needs manager approval (if workflows enabled) |
| Sent | Delivered to customer |
| Viewed | Customer has opened the quote |
| Accepted | Customer accepted |
| Rejected | Customer declined |
| Expired | Past the valid-until date |
Sharing Quotes
Customer Portal
Every quote gets a unique link. Share it and customers can:
- View the quote online
- Download the PDF
- Accept or request changes
- Add comments
No login required for customers.
PDF Download
Click Download PDF for a professional, branded document. Includes:
- Your company logo and colors
- All line items with specs
- Terms and payment conditions
- Total and any discounts
Duplicating Quotes
Need to create a similar quote?
- Open an existing quote
- Click Duplicate
- Modify as needed
- Save as a new quote
Great for:
- Revising quotes with updated pricing
- Creating variations for the same project
- Using past quotes as templates
Tips for Better Quotes
- Set expiry dates - Creates urgency and keeps quotes current
- Add notes - Explain inclusions, exclusions, or special terms
- Use equipment tags - Helps customers match items to their specs
- Review before sending - Use the PDF preview to catch errors