Prepare a quote and agreement

Gather the offer details#

You need quote editing access, the intended recipient, and reviewed services and terms. You can select an existing client or opportunity, or enter recipient details manually. Saved agreements and reusable services are managed in Settings. Publishing and emailing are separate steps from preparing a draft.

Confirm prices, billing dates, cancellation terms, and agreement wording with the person responsible for the offer.

Build the quote#

1. Open Quotes and select New quote. Choose Opportunity or Existing client to use a saved record, or enter the recipient details manually.
2. Review Company / legal name, Contact name, and Email.
3. In Services & pricing, choose Standard quote for a simple offer or Phased project for delivery phases and staged payments. Select Add service to open saved, available QuickBooks or custom services, then review each price and billing frequency.
4. For a phased project, complete Delivery phases, Payments and any Ongoing services first. Then complete Terms & agreements and select the applicable agreement versions. Add a customer message if it helps explain the work.
5. Review the quote and resolve every listed readiness item. Select Save & continue to delivery.

Add a QuickBooks product or service#

When your connected QuickBooks company is available in Services & pricing, you can choose its current products and services directly. Your saved agencyos services and custom lines remain available.

Use your own connected QuickBooks company, or one explicitly shared with you while you are an active workspace Owner. Your role alone does not grant access to a private connection. If the intended company is missing or unavailable, ask its connector to review access; do not select a different company to continue.

Refreshing the catalog or a selected reference does not overwrite negotiated quote pricing. If the list reports incomplete results, check QuickBooks for the full catalog. If adding an item is uncertain, use the offered Retry adding action for that exact item before changing lines or adding it again.

1. In Services & pricing, select Add service. Choose the intended QuickBooks company in the picker and check its name before selecting any product or service.
2. Use Search QuickBooks products and services, review the item and default rate, then select Add to quote. Wait for the saved line to appear before adding another item.
3. Review the quote’s service name, description, quantity and price. These are the commercial terms you intend to offer.
4. Use Refresh QuickBooks products and services to refresh the list. For an existing selected line, Refresh QuickBooks reference updates its saved provider reference while keeping the quote’s price and description.

Choose the agreements attached to a quote#

In Terms & agreements, review the selected agreement versions. Agreements required for every quote or for a selected service are included automatically. Choose any additional optional agreements needed for this offer. At least one agreement must be attached before saving the quote.

Changing the library setting does not rewrite an already published or accepted quote or replace its saved agreement version. Review the actual attachments before publishing a new or edited offer. If a setting save is unconfirmed or reports a conflict, reload its saved state before trying again.

1. If no suitable agreement is available, use Add an agreement in Settings and arrange for an authorized teammate to add the reviewed document.
2. To change a library agreement’s default inclusion, open Settings → Quotes & agreements. On its active agreement card, an authorized teammate can change Required on every quote.
3. Wait for the saved confirmation, then return to the quote and review its attached versions. When the setting is off, that agreement can be selected for individual quotes; service-specific requirements still apply.

Set a month-to-month partnership#

For a Standard quote, in Partnership term choose Month-to-month under Renewal. Leave Initial commitment blank for no fixed minimum, or enter an initial commitment before monthly renewals begin. For example, a six-month initial commitment can renew month-to-month afterward. In a Phased project, set each recurring service’s start and commitment in Ongoing services, then review its separate renewal terms.

Review the cancellation notice and attached agreements for consistency with the offer. In Show on quote, keep Renewal visible so the customer can see the month-to-month terms. Renewal terms do not change the billing cadence of your service lines.

Review, then share#

Check the recipient and final offer again on the delivery screen. Activate & copy approval link publishes the approval link; Email quote sends it to the recipient. Use these actions only when the offer is approved for delivery.

A published version stays in the quote history. Before acceptance, you can prepare private edits and publish a new version when the quote allows it. Accepted pricing, terms, agreements, and the acceptance record stay locked; use the available amendment workflow for later agreed changes.

Edit a quote before acceptance#

For an eligible unanswered quote, prepare changes privately and publish the reviewed offer when it is ready. Saving edits and publishing are separate actions.

Publish reviewed changes#

Review the saved version before publishing it to the existing approval link. Publishing sends no email and does not reactivate revoked access.

Choose a quote-number prefix#

When quote numbering is available in Settings → Quotes & agreements, choose a prefix for future quotes. Existing quotes keep their numbers.

Understand how numbers are assigned#

The next number is added directly after your prefix. The preview does not reserve that number.

Recover from a save or publishing problem#

Keep your local changes and inspect the saved quote before retrying an uncertain action. Follow the recovery steps for the work you are doing.

Check the outcome#

Reopen the quote and review its current status and delivery history. When a real acceptance exists, View acceptance proof opens its permanent decision record. A saved draft, copied link, sent email, viewed quote, and accepted quote are different outcomes.

If a draft changed in another session, use Copy my local changes before Reload saved version. If an email attempt has an uncertain result, review the delivery state before sending again. Use Retry quote email only when that recovery action is offered.

Choose billing after acceptance#

Check your saved billing workflow before sharing a quote. When eligible automation is enabled, a future acceptance can run the selected QuickBooks customer, initial invoice and optional email steps. With automation off, an authorized teammate can use Invoice this quote to review and create one initial, unsent invoice. Neither acceptance nor invoice creation proves payment or completed onboarding.