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Drawing up a quotation: step by step

This article takes you from an empty quotation to a document that is ready to send, in eight steps. To read why a calculated quotation is the better choice, see What is a calculated quotation?.

Step 1 — Create a new quotation

In the quotations module, click + to create a new quotation. You always start from a quotation template — and the type of quotation you get was determined when that template was created:

Simple quotation: you only fill in the selling price on each line. Fast, but without cost prices, margins or recalculation.
Calculated quotation: behind every line sits a line detail with a cost price, a margin and a selling price.

Creating a new quotation in the quotations module

You recognise the type by the prices: black and editable = simple, grey and clickable = calculated (in that case you make the change in the line detail). The URL also shows calc=false or calc=true.

Simple quotation (left) next to calculated quotation (right)

A simple quotation cannot be converted into a calculated quotation, or the other way round. Not sure which to choose? Choose calculated. Find out more: what is the difference between a simple and a calculated quotation?

Step 2 — Fill in the quotation details

Fill in the quotation details: customer, contact person, project address, payment terms, and so on. Through the other tabs of the quotation file you add remarks, files and tasks later on.

Step 3 — Write the introduction and the end

You draw up the content of your quotation under the "quotation" tab. It consists of an introduction, a middle (the quotation lines) and an end. You write the introduction and the end yourself, or you load them as standard text, and then finish them off with the text editor.

The quotation tab with the introduction, the middle and the end

Step 4 — Add quotation lines

You enter the quotation lines under the "detail" tab. On each line you can:

load an item from your item database
load a post from your post database (you recognise a post by the square symbol)
type a free description
import an item from a linked webshop

Press F2 for an overview of all your items and posts: select what you need, click "copy to clipboard" and paste everything into your quotation in one go.

Selecting items and posts with F2 and copying them to the clipboard

Tip: use shortcuts to work faster. Have you received a measurement? Read it in and assign your posts automatically.

When you hover over a quotation line, a number of symbols appear: at the front a block of dots (drag the line with the left mouse button, add a line with the right mouse button), an arrow to open the line detail, and on the far right a bin to delete the line (attention: there is no way to undo this).

The quotation line in detail with the symbols that appear on hover

The most important columns at a glance — you switch some of them on or off through the quotation settings or the general settings:

Column	Explanation
Line	Line type that determines the lay-out of the line (chapter, text, item line, etc.)
Item	Item or post from your library
Description	Text that appears on the pdf; filled in automatically when you select an item or a post, but adjustable. You can use replacement codes in it.
Quantity and unit	Quantity and unit; click on the unit to choose an alternative unit of the item
Price	Selling price excluding VAT
Discount	Discount percentage per line
VAT	Filled in automatically, adjustable
Total	Quantity × price (excluding VAT)

Step 5 — Calculate the line detail of your lines

On a calculated quotation you click on the price (or on the arrow) to open the line detail. There you build the line up out of cost lines, each with a cost type: material, labor, equipment, subcontracting or indirect costs. On each cost line you fill in the quantity, the cost price and the margin — that is how the selling price of the line comes about.

The line detail of a quotation line with cost types, cost prices and margins

Assigning cost types and activities consistently pays off twice: you get a sharp analysis on the quotation and an automatic recalculation on your project. The linked articles explain how posts and parameters make your line detail reusable and smart.

Step 6 — Refine with parameters, costs and margins

Besides "detail", a calculated quotation has four more tabs:

Parameters: formulas that work across every quotation line, for example entering the number of floors once for the whole quotation. See parameters in your posts.
Direct costs: add an amount (e.g. site installation) that is spread across the quotation lines according to your settings. See direct and indirect costs.
Margins: adjust the margin per cost type for all lines at once, pass on indirect costs or add a commission.

The margins tab: adjusting the margin per cost type for all lines

Step 7 — Check the overview

The "overview" tab shows the analysis of your quotation: a total table and charts per cost type and per activity. Move your mouse over the charts to see the amounts and the percentages. This is your final check before you send: is the labor/material ratio right, and is there enough margin everywhere?

The overview tab with the analysis of the quotation

Step 8 — Send and follow up

Finally, adjust the lay-out of your document, check the pdf and send the quotation by e-mail — with a digital signature if you wish. Afterwards you can create revisions, and once the quotation is approved you can start up your project, your supply orders and your planning straight away.

Tip: do you want to understand why the calculated approach pays for itself many times over? Read What is a calculated quotation?

Updated on: 04/09/2026

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