Creating Quotes

Quotes work similarly to invoices but are for proposing work before you start. For basics, see Creating Your First Quote in Getting Started.

Quote-Specific Fields

Quote Number: Uses a separate sequence from invoices (e.g., QUO-0001). Configure in LiteWork Settings → Numbering.

Expiry Date: How long the quote is valid. Defaults to 30 days. After this date, the client should understand that pricing may need to be reviewed.

Writing Effective Quotes

Be detailed in your line item descriptions so the client understands exactly what’s included. Use sections to break down complex projects by phase or category. Consider adding an “Optional Items” section for things the client might want but hasn’t committed to.

In the notes section, include your timeline estimate and payment terms (e.g., “50% deposit to begin, balance on completion”).

Converting to Invoice

When your client accepts:

With Xero: Post the quote to Xero, then use Xero’s “Convert to Invoice” feature. The invoice syncs back to LiteWork.

Without Xero: Open the Document Manager, find your quote, and use the Duplicate action. Change the document type to Invoice on the copy.

Tracking Quote Outcomes

If you’re using Xero, quote statuses (Sent, Accepted, Declined) are tracked automatically. Otherwise, keep notes in the reference field or in your quote filing system.