Typically sent prior to an invoice or contract, a quote is an opportunity to build a relationship and share a cost estimation with a contact before they commit to working with you. You can learn more about how quotes can elevate your sales process in our blog post here.
On this page:
Creating a Quote
If you present your prospective clients with the same quote as part of your workflow, we recommend setting up a quote template by going to Templates > New Template > Quote.
When you are ready to create a quote for a client, get started in a few clicks:
Go to Documents > Quotes > New Quote. Then, assign a new or existing client to the document.
If you have set up a quote template previously, confirm whether you’d like to start a quote from scratch or use a template.
That’s it! Once you are taken to the document editor, you are ready to begin personalizing your quote with your session offerings and add-ons.
Adding Items
There are three types of quote item types you can add to your quote: standard item, client selection item, and optional item.
Standard Item: Used for required items, which your client cannot omit from the quote (e.g. a fixed price for a consultation).
Client Selection Item: Provide your client with multiple item options, of which they are required to select one (e.g. a session package)
Optional Item: Display relevant add-ons that your client may be interested in, but are not required to select (e.g. an additional photographer, extra hours).
Regardless of the item type that you choose, you can set a range for the quantity of an item that your client can order. This is a great option for anything that can be purchased multiple times, like extra hours of coverage or prints.
Applying Taxes and Discounts
Depending on your local tax requirements, you may need to apply tax on items (i.e. sales tax, GST, VAT, etc.) that you offer to clients. Within the quote builder, easily set up a tax rate in two steps:
Under the quote’s subtotal, click Add tax. In the pop-up that appears, fill in the tax name and rate. You can also add a Tax ID, if applicable.
Click Apply and tax will be immediately applied to the subtotal as your client chooses taxable items for their quote.
Tip: Have a quote item that shouldn’t be taxed? No problem; simply hover over the specific item and click ••• > % Mark non-taxable.
If you have questions about whether you need to collect taxes for your billed items/services, you should consult with a local tax advisor. Pixieset does not provide advice regarding tax requirements applicable to your business.
Similarly to a tax rate, you can apply a discount to the items in your quote. To set up your discount, click Add discount, specify the type of discount you are applying (e.g. a specific dollar amount or a percentage), and click Apply.
Automatic Document Settings
There are three automations you can activate in a client’s quote. Document Expiry and Document Reminders are premium features available for users on any upgraded Studio Manager or Suite plan:
Auto create invoice: Automatically create a draft invoice in your Dashboard based on your client’s selections.
Document Expiry: The quote will automatically be canceled if it is not completed by the expiry date. Canceled quotes can still be viewed by the client but they can no longer be accepted.
Document Reminders: An email reminder will be sent out to your client after a certain timeframe if their quote has not been accepted yet. These reminders are automatic and cannot be modified.
Note: If you don’t see a calendar appear when setting up Document Expiry, you are likely editing a quote template rather than a quote. Apply your template to an individual quote to set an expiry date for it.
Sending a Quote
When you’re ready to send your quotes, click Send Quote in the top right-hand corner to go to the email composer, where you can customize a message for your client. From there, you can choose to send the email containing the quote to your client immediately or schedule it for a later date.
If you communicate with your client outside of emails, such as via text, you can easily retrieve a direct link to their quote instead by clicking Send via link at the bottom of the email composer instead.
Tip: Need to check whether your email sent successfully? When viewing the document in your Dashboard, click Share > Email History.