How to create a quotation

A quotation is a priced offer you send to a lead or an existing client. It carries your line items, your totals and the terms and conditions for the service. The client opens it online, signs it and accepts. When they accept, IzzyTap turns it into an invoice for you automatically. See What happens when a client accepts a quotation.

There are two ways to raise a quotation. Use the Quotations page when you are quoting someone who may not be a client yet. Use the Create quotation card inside a request when you are quoting a client who already has an open request.

Raise a quotation from the Quotations page

1. Log in to your workspace.
2. In the left menu, under Finance, click Quotations.
3. Click New quotation to open the builder.
4. Open the Primary service (sets the terms & conditions) dropdown and choose the service you are quoting. This choice loads the matching terms and conditions further down the form.
5. Fill in the recipient. Type the Recipient name, and if it is a company, the Company name (optional). Enter the Email (for the accept link), and a Phone (optional) if you have it.

Add your line items

1. In the first line, type a Description of what you are charging for, for example the licence cost or your service fee.
2. Set the Qty (quantity) and the Rate (the price per unit).
3. In the kind dropdown, choose how the line behaves. Government fee is a cost you pass through, Service charge is your own fee, and Other is anything else. Choosing Service charge ticks VAT for you.
4. Tick +5% VAT on any line that should carry VAT. See Charge VAT on an invoice for how VAT works.
5. To give money off a line, use the discount control on that line. See Add a discount.
6. To add more lines, click Add line. To remove a line, click the small cross next to it.

As you type, the box below shows the live Subtotal, any discount, VAT (5%) and the Total. These numbers are worked out for you, so you always see what the client will see.

Set the date, note and currency

1. In Quotation date, leave today's date or pick another date.
2. Use Internal note (optional) for a note only your team sees. It does not print on the quotation.
3. The currency box shows AED by default. Change it only if you are quoting in another currency.

Edit the terms and conditions

Once you pick a primary service, a Terms & conditions section appears, already filled in from that service. This is what prints on the quotation. Editing it never changes the amounts above.

1. Read through each block. To change the wording, click into the block and edit the text.
2. Use the Heading field to rename a block, and the style dropdown to show it as a Paragraph, Bullets or a Note box.
3. To move a block, click the up or down arrow. To delete a block, click the bin icon.
4. To add more, click Insert block below or Add block.
5. If you make a mess and want to start over, click Reload from service to bring back that service's default terms.

Preview and send

1. Click Preview quotation. IzzyTap builds the real PDF so you can check it before anything is sent.
2. Read the preview. To open it full size, click Open preview in a new tab.
3. If something is wrong, click Edit to go back and fix it.
4. When it looks right, click Send quotation, which shows the total on the button. This sends the client their link to review, sign and accept.

After you send

Your sent quotations appear in the Issued list on the same page, newest first. Each row shows the quotation number, its status, the recipient, the service and the total. If the quotation went to someone who is not a client company yet, it also shows a Lead tag.

• To download a copy, click PDF on the row.
• To withdraw a quotation you have sent, click Cancel on the row and confirm. Once cancelled it can no longer be accepted.

Raise a quotation inside a request

If the client already has an open request, quote from inside it so everything stays in one place.

1. Log in to your workspace.
2. In the left menu, under Clients, click Requests.
3. Open the request you are working on.
4. Find the Create quotation card and click it to open the builder.
5. Fill it in exactly as above. You will not see the recipient fields here, because the quotation goes to the client on this request. Choose the service, add your lines, edit the terms, then Preview quotation and Send quotation.