Quotes

Quotes is Foundaro's client quoting pipeline. It gives you a template system for reusable pricing and terms, a quote builder with line items and branding, a public client-facing review page where clients can ask questions and accept or decline, and a full lifecycle tracker from draft to accepted.

The module is designed around the idea that the gap between pricing and acceptance is where deals are most often lost. A structured quote with clear line items, professional branding, a visible expiration date, and a single link for the client to review and sign off eliminates most of that friction.

Overview

The Quotes overview shows your templates and active quotes side by side.

Stat bar — Four key metrics:

• Templates — Total quote templates in your library.
• Total Quotes — All quotes across all statuses, excluding archived.
• Sent / Viewed — Quotes that are in the client's hands and have been opened.
• Pipeline Value — Total value of draft, sent, and viewed quotes. This is the revenue at stake in your open quote pipeline.

Templates panel — Your reusable quote templates. Each shows the template name, kind (standard, recurring), line item count, and section count. Edit or delete from this panel, or create new ones from the header buttons.

Quotes panel — Your active quotes, filterable by status and searchable by title or client. Each quote card shows the quote number, title, status, client name, company, total value, and creation date. Draft quotes open directly in the editor; sent, viewed, accepted, and declined quotes open in the detail view.

Tips:

• Create templates before you start sending quotes — the editor is faster when the standard line items and terms are already pre-filled.
• Set a valid-until date on every sent quote. Without one, clients feel no urgency and quotes age indefinitely.
• The pipeline value stat is most useful when quotes that will not close are moved to declined or archived rather than left open.

Templates

Templates define reusable defaults for quotes: line items, tax rate, payment terms, terms and conditions, footer text, and optional branding overrides.

Template fields:

• Name — Required. Shown when selecting a template during quote creation.
• Kind — Standard (one-off engagement), recurring (subscription or retainer), or RFQ (future vendor quoting flow).
• Currency — Default currency for quotes built from this template.
• Default line items — Pre-filled line items with labels, quantities, and unit prices.
• Default sections — Pre-filled content sections for scope descriptions or custom blocks.
• Default terms — Standard terms and conditions text.
• Default payment terms — Standard payment terms text.
• Default tax rate — A default tax percentage applied to quotes created from this template.
• Default footer text — Text shown at the bottom of the client-facing quote page.
• Branding — Optional accent colour, logo URL, and footer text overrides for quotes built from this template.

Tips:

• Build one template per standard engagement type (e.g. "Monthly Retainer", "One-Off Project", "Discovery Sprint") rather than a single generic template.
• Include your standard terms in the template so they are never forgotten on a quote.
• The template sets defaults — everything can still be changed per quote.

Creating Quotes

Create a quote from the overview header or from within the editor. Quotes can be created from scratch or from a template.

Quote fields:

• Title — Required. The quote name (e.g. "Website Redesign — Acme Corp Q2").
• Client name — Required. The primary contact name.
• Client email — Used when sending quote notifications.
• Company — The client's company name, shown on the public quote page.
• Phone — Optional contact phone number.
• Currency — The currency for all line item pricing.
• Valid until — The date after which the quote expires.
• Branding — Accent colour and logo for the client-facing page.

Tips:

• Use consistent title formats across your team to make quotes easier to search and sort.
• Fill in the client email before sending — the email notification is sent to this address.

Line Items

Line items are the individual pricing rows that make up the quote total. Each line item has a label, optional description, quantity, unit price, and optional unit label.

Optional items — Mark a line item as optional to let the client include or exclude it during acceptance. Optional items are shown with checkboxes on the public quote page. The final total reflects only the items the client selects.

Discount — Apply a percentage or fixed discount to the subtotal before tax. The discount is shown as a separate line in the financial summary.

Tax rate — A percentage applied to the after-discount subtotal.

Totals — Subtotal, discount, tax, and grand total are calculated automatically and shown live in the editor and on the client page.

Tips:

• Use optional items for add-ons the client might want but that are not required — it gives them agency without requiring a separate quote.
• Keep line item labels clear enough that the client knows exactly what each row represents without needing the description.
• Use the unit label field (e.g. "hrs", "seats", "months") when quantity has a meaningful unit.

Sending a Quote

When a draft quote is ready, send it from the editor toolbar or the detail view.

Send — Sets the quote status to sent, generates a unique access token, and optionally emails the client with a link to the public quote page.

Send + Email — Same as Send, but always sends the email notification to the client's email address.

Access token — A unique unguessable token that powers the public quote link (/q/:token). The token is generated on first send and persists across resends. Copy it from the detail view's Public Link card.

Status progression:

• Draft — Not yet sent. Editable.
• Sent — Delivered to the client. The link is live.
• Viewed — The client has opened the public link. Status updates automatically on first visit.
• Accepted — The client signed off. Includes signoff name, title, date, IP, and optional drawn signature.
• Declined — The client declined. The reason (if given) is appended to the internal notes.
• Expired — The valid-until date has passed and the quote was not accepted or declined.
• Archived — Manually archived. Hidden from active views.

Tips:

• Review all line items and terms before sending — changes after sending require creating a revision.
• Use the expiration date to set expectations: "This quote is valid for 14 days."
• If a quote needs changes after it has been sent, use Revise to create a new version rather than editing in place.

Public Quote Page

The public quote page (/q/:token) is a server-rendered, branded page where the client reviews the quote.

Page sections:

1. Header — Organisation name (or logo if branding is set), quote number, date, and status badge. An expiration badge appears when the quote is expiring soon or has expired.
2. Client block — "Prepared for [name], [company]."
3. External summary — An optional intro paragraph for the client (separate from internal notes).
4. Line items table — All line items with quantity, unit price, and total. Optional items show checkboxes that update the displayed total live.
5. Financial summary — Subtotal, discount (if applicable), tax (if applicable), and grand total.
6. Content sections — Scope descriptions, custom blocks, and other structured content.
7. Payment terms and T&C — Shown when set on the quote.
8. Questions — A public comment thread where the client can ask questions. Each question appears in the Quotes detail view's Comments tab.
9. Signoff area — Shown when the quote is sent or viewed. Includes name, title, and drawn signature fields, plus Accept and Decline buttons.
10. Status banners — Accepted and declined states show a confirmation banner with signoff details or the decline reason.

Client actions:

• Ask a question — Submits a public comment visible in your Comments tab.
• Accept — Records the signoff (name, title, drawn signature) and marks the quote accepted. Locks the page.
• Decline — Optionally records a reason and marks the quote declined. Locks the page.

Tips:

• The accent colour and logo in the branding panel customise the header of the public page — use your client's brand colours when quoting enterprise accounts.
• The external summary field is the place for a personalised note to the client. Internal notes are never shown on the public page.
• Optional items let the client configure their own total within the options you define — useful for scoping conversations.

Comments

The Comments tab in the detail view shows all activity in the comment thread: questions the client asked on the public page and internal notes added by your team.

Comment types:

• Client — Questions submitted from the public quote page. Shown with a "Client" badge. Visible to the client.
• Internal — Notes added by your team in the detail view. Never shown on the public page.

Add internal notes from the Comments tab using the text field at the top. Client questions appear automatically when submitted.

Tips:

• Check the Comments tab after a quote has been sent to see whether the client has asked anything.
• Use internal notes to log follow-up calls, price discussions, or context that does not belong on the quote itself.

Signoff and Acceptance

When a client accepts a quote, the signoff is recorded and the quote is locked.

Signoff data captured:

• Name — Required. The client's full name.
• Title — Optional. Their job title.
• Email — Optional. Shown in the signoff record.
• Date — The exact timestamp of acceptance.
• IP address — The client's IP at the time of acceptance.
• Signature — An optional drawn signature captured on the signature canvas.

The signoff block appears in the detail view with the drawn signature image (if captured) and all captured fields.

After acceptance:

• The quote status is locked to accepted.
• Optional item selections are finalised and the total is recalculated.
• The Revise action becomes available to create a new version if terms need to change.

Tips:

• The drawn signature is not a legally binding e-signature — it is a lightweight confirmation mechanism. For contracts requiring legal enforceability, use a dedicated e-sign provider.
• Use the Revise action when an accepted quote needs to change scope — it creates a new draft linked to the original, preserving the acceptance record.

Detail View

The detail view is the read-only record for a sent or completed quote. Navigate to it from the dashboard (non-draft quotes link here) or from the "View Details" button in the editor.

Overview tab:

• Status banners for accepted (with drawn signature), declined, and expired states.
• Line items table and financial summary.
• Scope, sections, and terms panels.
• Internal notes panel (dashed border, internal only).
• Sidebar: client info, timeline (sent, viewed, accepted dates), public link with copy button, and version history.

Comments tab:

• Full comment thread with client questions and internal notes.
• Add internal note form.

Actions available from the header:

• Edit — Open the editor (available for draft, sent, viewed quotes).
• Send / Send + Email — Available for draft quotes.
• Revise — Create a new version (available for accepted quotes).
• Duplicate — Clone as a new draft.
• Print / PDF — Print the detail view or export as PDF.

Versioning and Revisions

When a quote needs to be changed after it has been sent or accepted, use Revise instead of editing in place.

Revise — Archives the current version and creates a new draft with the same content, incrementing the version number. The revision links back to the parent quote via the "previous version" link in the sidebar.

Duplicate — Creates a standalone copy as a new quote with number 1. No link to the original.

Tips:

• Always revise rather than editing a sent quote directly. Editing in place removes the record of what the client originally received.
• The parent quote record is archived, not deleted — its history is preserved in the audit log.

Activity

The Activity tab on the Quotes overview is an audit log of every action taken on your quotes and templates: created, updated, deleted, restored. It also records when quotes were sent and when clients accepted or declined.

Use the activity log to:

• See when a quote was sent and whether the status has updated since.
• Investigate a disputed quote price by reviewing the version history.
• Track which team member created or last updated a quote.