Documentation

Creating and Managing Quotes

Quotes represent the starting point of real client work.

In WebDev CRM, a quote is more than a price. It captures scope, assumptions, and intent at a specific moment in time. Quotes establish shared understanding before work begins — and that understanding continues to matter long after the quote is accepted.

Quotes can be linked to:

A Contact, or
A Company

This allows you to scope work at the appropriate level without forcing a single structure.

What a Quote Is Used For

A quote allows you to:

Define what is included right now
Set expectations before work begins
Record commercial assumptions
Create a clear reference point for future discussions

Once a quote is accepted, it becomes part of the long-term context for the work that follows.

Creating a New Quote

Creating a quote establishes the commercial foundation of a project.

Steps:

1. Navigate to Quotes from the WebDev CRM menu
2. Click Add Quote.
3. Select a contact or company
4. Enter quote details such as line items, pricing, curency, tax rate, and quote terms. (Optional - Add your Business Logo by left-clicking on the logo box)
5. Save the quote
6. The quote will appear in the main quotes table as a Draft.

Editing an Existing Quote

Quotes often evolve before being accepted.

You can safely edit a quote while it is still in draft or pending state.

To edit a quote:

1. Navigate to Quotes from the WebDev CRM menu
2. Identify the Quote you want to edit and left-click on the View & Edit button
3. Edit the relevant details.
4. Click Save (Optionally click X in the top right of the window should you wish to cancel).
5. The Quote details have now been saved to the Database.

Sending a Quote via Email

Once a quote is ready, it can be sent directly to the client via email.

Sending a quote allows you to:

Share the full quote details with the client via their secure client portal
Maintain a clear record of if it was sent
Keep communication tied to the quote itself

To send a quote:

1. Navigate to Quotes from the WebDev CRM menu
2. Identify the Quote you want to edit and left-click on the View & Edit button
3. Left-click Send Quote
Note 1: The contact or company needs to have a valid email address to work
Note 2: This quide assumes you have setup SMTP Email in settings with a reputable transactional email provider such as SendGrid or Amazon SES

Because contacts are shared across these areas, you don’t need to re-enter the same information multiple times.

Converting a Quote to an Invoice

When a quote is accepted, it can be converted directly into an invoice.

This preserves continuity by carrying commercial details forward without duplication.

To convert a quote:

1. Navigate to Quotes from the WebDev CRM menu
2. Identify the Quote you want to convert and left-click on the View & Edit button
3. Left-click Convert to Invoice

The new invoice remains linked to the original quote, maintaining a clear chain of decisions.

How Quotes Fit Into Client Workflow

Quotes are not isolated documents.

They inform:

Invoices, by defining what is being billed
Projects, by shaping scope and delivery expectations
Future changes, by providing historical reference

When a scope discussion arises weeks or months later, the quote often explains why something was done a certain way.

That’s why quotes are treated as part of a connected system — not a one-off file.

Managing Quotes Over Time

As client relationships continue, quotes accumulate context.

You can:

Reference old quotes when scoping new work
Compare assumptions across different phases
Maintain clarity as scope evolves incrementally

Quotes become part of the long-term memory of the relationship.