Quoting

1. Creating a quote

Quotes work just like regular jobs, but instead of creating an invoice when completed, they create a Xero Quote that gets emailed to your customer.

To create a quote, tap the + button on the Jobs tab (same as creating a job), then toggle the job type from Invoice to Quote using the type toggle at the top of the screen.

Everything else works the same as a regular job — select a customer, add line items with descriptions, quantities, and prices. You can also assign the quote to a team member.

2. Adding line items

Add line items to your quote just like you would for a job. Each line item has a name, unit type, quantity, unit price, and optional description.

If Xero is connected, you can pick items from your Xero item list to pre-fill the details. You can also type everything manually.

The quote total is calculated automatically from the line items and shown at the bottom. This is what your customer will see on the quote PDF.

3. Sending the quote

When your quote is ready, tap the "Send Quote" button at the bottom of the job detail screen. You'll be asked to enter the customer's email address (it's pre-filled if the customer has an email on file).

Here's what happens when you hit Send:

1. A Xero Quote is created with all the line items from the job.
2. The quote PDF is emailed to the address you entered.
3. The quote status changes to Sent.
4. The quote becomes read-only — you can't edit it after sending.
5. The quote moves to your Completed tab (alongside completed jobs).

Sending a quote requires an internet connection and an active Xero connection.

4. Quote statuses

Quotes have their own lifecycle that's separate from job statuses:

• Draft — the quote is still being prepared. You can edit everything.
• Sent — the quote has been emailed to the customer. It's now read-only. You're waiting for a response.
• Accepted — the customer agreed to the quote. You can now convert it to an invoice.
• Declined — the customer said no. You can revise and re-send.

5. When a quote is sent

Once a quote has been sent, two action buttons appear on the quote detail screen:

• "Quote Accepted" — tap this when the customer agrees to the quote.
• "Quote Declined" — tap this when the customer declines.

These buttons update the quote status both in Jotter and in Xero.

6. Quote accepted — Move to Invoicing

When you tap "Quote Accepted", the quote is marked as accepted in both Jotter and Xero. A new button appears: "Move to Invoicing".

Tapping "Move to Invoicing" converts the accepted quote into an invoice. This creates the invoice in Xero with all the same line items, quantities, and prices from the original quote. The job type changes from Quote to Invoice and the invoice is created in Xero with your configured invoice status (Draft, Submitted, or Authorised).

The original quote and the new invoice are linked — you can navigate between them from either one.

7. Quote declined — Revise Quote

When you tap "Quote Declined", the quote is marked as declined. A new button appears: "Revise Quote".

Tapping "Revise Quote" resets the quote back to Draft status. You can then edit the line items, change the pricing, and send the revised quote again. The Xero quote status is also reset to Draft.

This lets you go back and forth with the customer until you agree on a price, without losing the original quote details.

8. Quote settings

Admins can configure quote defaults in company settings:

• Quote validity — how many days a quote is valid for (default: 30 days). This is shown on the quote PDF.
• Quote terms — default terms and conditions text included on quote PDFs.
• Quote title prefix — the prefix used for quote titles (default: "Quote").

Quoting can also be enabled or disabled per-company, and individual user roles can control who has permission to create and send quotes.

9. Quoting without Xero

You can create and prepare quotes offline — editing the line items, quantities, and prices all works without a connection. However, actually sending the quote requires both an internet connection and an active Xero connection, because the quote PDF is generated through Xero.

Troubleshooting

• Can't find the quote type toggle? Make sure quoting is enabled in your company settings and that your role has the "Can Quote" permission.
• Quote not sending? Check your Xero connection in Settings and make sure the job has a customer and at least one line item.
• Customer didn't receive the email? Check the email address you entered. The email comes from Xero, so ask the customer to check their spam folder too.

Still having trouble? Contact us and we'll help sort it out.