Creating and Sending Quotes

Starting a New Quote

There are two ways to create a quote:

• From a lead — open the lead and tap Create Quote. The customer details get pulled in automatically. This is the way to do it 90% of the time.
• From scratch — go to Quotes in the menu and tap the + button. You'll need to select or add a customer manually.

Creating from a lead is faster and keeps everything linked together — the quote, the lead, and eventually the job all connect up.

Selecting a Customer

If you're creating from scratch, you'll need to pick a customer. Start typing their name and A.X.E.L will search your existing contacts. If they're not in the system, tap Add New Customer and fill in their details.

Make sure the address is right — it'll appear on the quote PDF and you don't want to look sloppy.

Adding Line Items

This is where you list out what you're charging for. Tap Add Item for each line and fill in:

• Description — what the work or material is. Be specific.
• Quantity — how many
• Unit price — cost per item or per unit
• VAT — toggle on if applicable (it'll calculate automatically)

Example line items for a bathroom refit:
1x Remove existing bathroom suite — £350
1x Supply & fit new toilet — £280
1x Supply & fit new basin & taps — £220
1x Tiling (12 sqm) — £480
1x Waste disposal — £80

The total updates as you go. You can drag items to reorder them and swipe to delete.

Adding Notes and Terms

Below the line items, there's space for notes. Use this for anything the customer needs to know:

• What's included and what's not
• Access requirements
• Payment terms — "50% deposit, 50% on completion"
• Timeline — "Work to be completed within 5 working days"

Being clear here avoids arguments later. If something's excluded, say so. "Price does not include decoration or flooring" saves you a headache down the line.

Setting the Valid Until Date

Every quote has a Valid Until date. This defaults to whatever you set in your Settings (usually 30 days), but you can change it per quote.

Why bother? Material prices change. If someone comes back four months later wanting to accept a quote, you're covered — it expired. You can issue a fresh one at the current price.

Previewing and Sending

Before you send, tap Preview to see the PDF exactly as your customer will receive it. Check the details:

1. Is the customer name and address correct?
2. Are all line items there with the right prices?
3. Does the total look right?
4. Is your business name, logo, and contact info showing?

Happy with it? Tap Send and choose how to deliver it:

• Email — sends a professional email with the PDF attached
• WhatsApp — shares the PDF via WhatsApp (great for tradesmen, because let's be honest, that's where all the conversations happen)
• Download — saves the PDF to your phone so you can share it however you like

After Sending

Once sent, the quote status changes to Sent and your lead automatically moves to the Quoted stage. You can track whether the customer has viewed it (if sent via email) and follow up accordingly.

If they want changes, duplicate the quote, make the edits, and resend. Keep the original so you've got a record of what was quoted and when.