Creating and Managing Quotes

Overview

This guide walks you through the complete quote process with QuoteScope - from creating your first quote to managing client interactions and tracking results.

Creating a New Quote

Setting Up Your First Quote

1. Open Google Sheets and go to Extensions → QuoteScope → New Quote
2. Choose a template - select either a blank template or one of our industry-specific templates

Understanding the Quote Structure

Your quote is organized using a flexible spreadsheet structure with these columns:

• Item ID (optional): Used for organizing items into sections, like "1", "1.1", "2.2.3". Leave blank if not needed.
• Item (required): The name of the product or service you're offering.
• Description (optional): Detailed explanation of what's included and the benefits for your client.
• Label (optional): Shows how important each item is ("must have", "should have", "could have").
• Type (optional): Controls how the item behaves in your quote.
• Selected?: Whether the item is included by default ("yes" or "no").
• Repeats?: How often this item is billed ("never", "monthly", or "yearly").
• Cost: The price per unit or hourly rate.
• Quantity: How many units or hours are needed (can show ranges).
• Total: Automatically calculated from Cost × Quantity (can show ranges).
• Tax: Tax rate applied to this item.
• Assumptions (optional): Any conditions that affect pricing or delivery.
• Notes (optional): Additional information that appears in the published quote.

Adding Quote Items

1. Enter your items row by row in the spreadsheet
2. Start simple - at minimum, just fill in the Item name, Cost, and Quantity
3. Add details like descriptions and assumptions to make your quote more professional

Understanding Item Types

You can control how each item behaves in your quote:

• Required (default): Always included in the quote
• Optional: Clients can choose to include or exclude these items
• Multichoice: Clients must select exactly one item from a group
• Heading: Creates section titles without pricing (perfect for organizing your quote)

Tip about Multichoice Groups Put multichoice items right next to each other to create a group. If you want separate groups, add a blank row or different item type between them.

Creating Organized Sections

Use Item ID and Heading items to organize your quote:

1       Website Build              [heading]
1.1     Website Design             [required]
1.2     Content Writing            [optional]

2       SEO Services               [heading]
2.1     Basic SEO Package          [multichoice]
2.2     Advanced SEO Package       [multichoice]

This creates a clear hierarchy that's easy for clients to follow.

Setting Item Importance

The Label column lets you show clients how important each item is:

• Must Have: Essential items (shown with a green badge)
• Should Have: Important items that add significant value (violet badge)
• Could Have: Nice-to-have items if budget allows (blue badge)

Working with Quantities and Ranges

The Quantity column has two parts: Base and Max:

• Single quantity: Just fill in the Base column (e.g., "3" for 3 units)
• Range: Fill in both Base and Max (e.g., Base: "2", Max: "5")
• Time estimates: Use formats like "2h 30m" for hourly work, and QuoteScope will calculate the total cost automatically using the unit cost as an hourly rate

When you use ranges, your quote will show price ranges like "$1,000 - $2,500" to give clients clarity.

Setting Up Recurring Billing

For each item, specify how often it's billed:

• Never: One-time cost (default)
• Monthly: Recurring monthly charge
• Yearly: Recurring annual charge

QuoteScope automatically groups one-time, monthly, and yearly costs separately in your published quote.

Customizing Your Quote

Business Details in Google Sheets

1. Open the Settings Sidebar: Go to Extensions → QuoteScope → Settings

2. Enter Your Business Information:

   • Your Details: Name, company, address, phone, website, email
   • Client Details: Name, company, address, phone, website, email
   • Upload Your Logo: PNG or JPEG format (under 200KB)

3. Set Quote Details:

   • Quote number
   • Issue date
   • Expiry date

Adding Professional Touches

• Use Assumptions: Explain important conditions like "Includes up to 3 revisions"
• Add Notes: Provide helpful details about specific items
• Set realistic ranges: Use quantity ranges to show flexibility while managing expectations

Final Customization on QuoteScope

After publishing your quote from Google Sheets, you'll get an edit link where you can:

1. Review all details imported from your spreadsheet
2. Add custom content (Pro feature):
   • Write an introduction explaining your approach
   • Add a closing message with next steps
3. Preview how it looks to clients before sharing

Publishing Your Quote

Step 1: Publish from Google Sheets

1. In Google Sheets, go to Extensions → QuoteScope → Publish Quote
2. You'll receive an edit link to review and finalize your quote
3. At this stage, the quote isn't visible to clients yet

Step 2: Review and Finalize

1. Click the edit link to review your quote on QuoteScope
2. Make any final adjustments using the Pro features if available
3. Preview the quote to see exactly what clients will see
4. Update the spreadsheet and publish it again if you need to change items or pricing

Step 3: Share with Clients

1. Click the "Publish Quote" button to generate a unique client link
2. Copy the link and send it to your client
3. Important: Once published, the quote becomes locked and cannot be edited

Need to make changes? Duplicate your Google Sheet, make the changes, and publish a new version.

Client Experience

When clients open your quote, they'll see:

1. Professional layout with your branding and logo
2. Clear organization with sections and item hierarchies
3. Interactive elements to select optional items and multichoice options
4. Real-time pricing that updates as they make selections
5. Range pricing when you've provided quantity ranges
6. Importance badges showing must-have vs. nice-to-have items
7. Options to accept, decline, or provide feedback

Managing Quote Activity

Tracking Client Engagement

• Get notified when clients first view your quote (Pro plans)
• Receive alerts when clients accept, decline, or leave comments
• See what they selected from optional and multichoice items

Following Up

Use the activity information to:

• Reach out if a quote has been viewed but not responded to
• Answer questions about specific items or assumptions
• Adjust your approach based on which items clients focus on

When Quotes Are Accepted

• Quotes are automatically marked as accepted in your dashboard
• You can see exactly which items and quantities the client chose
• Use this information to deliver exactly what was agreed upon

Tips for Better Quotes

1. Start simple: Don't overwhelm clients with too many options initially
2. Use clear descriptions: Help clients understand exactly what they're getting
3. Set reasonable ranges: Show flexibility without creating unrealistic expectations
4. Group related items: Use Item IDs and headings to organize complex quotes
5. Include assumptions: Prevent misunderstandings by stating important conditions
6. Test your quote: Always preview before sending to ensure everything looks right