Taskly lets you send quotes to customers directly from a booking request. The quote includes the proposed job date and time, pricing, and a message from you. Customers can accept or decline the quote online. This article outlines how to send a quote.
You can send quotes from booking requests in any status, including New, Quote Rejected, or Quote Expired. If you need to re-quote after a rejection or expiry, press Send Quote again.
Go to Booking Requests and open the request you want to quote
Review the customer's request details: address, services, preferred date and time, booking notes, and any photos uploaded
Press Send Quote
If the request has a previous quote, choose Start from previous quote to pre-fill the form, or Start fresh to begin with a blank form. See Requoting from a Previous Quote below for what carries over.
Select the Assigned Staff for the job. You can assign multiple staff members, or leave this blank to assign someone later.
Set the Starts At date and time for the job
Set the Ends At date and time for the job
If this is a recurring job, set the Recurring Booking frequency
Press Next
Enter the job pricing in the line item table. Add a Description, Quantity, and Price for each item. You can enter any positive quantity with up to two decimal places. For example, enter 4.5 hours at $55 to quote $247.50. The description pre-populates with the services selected on the booking request. Press Add line item to add more rows.
Mark any add-on item as Optional to let the customer choose whether to include it when they accept the quote. Leave a line item unmarked if it should always be included in the accepted total.
Set Tax display. Use the Prices are tax exclusive toggle to enter line items as tax-exclusive amounts. Taskly calculates tax on the subtotal and shows a separate Tax line. The quote will include a note that prices exclude tax. Leave the toggle off to enter tax-inclusive prices.
Set the Expires at date. This is the date the customer must accept the quote by. If the quote is not accepted before this date it will expire automatically.
Under Generate invoice, choose whether Taskly should automatically raise an invoice for this booking:
On: Taskly will raise an invoice based on the Payment due setting:
After booking is completed: invoice raised when you mark the booking as complete
Before booking starts: invoice raised as soon as the customer accepts the quote. If Deposits are enabled, only the deposit percentage is charged upfront and the balance is invoiced on completion.
Off: No invoice will be created. You can attach this booking to an ad hoc invoice from Taskly later, or invoice from an external system.
Optionally enter a PO Number if the customer has provided one
Press Next
Review the Quote Summary: date and time, assigned staff, recurring details, pricing, payment required, and quote expiry date
Under Customer Message, optionally add a personal message to accompany the quote. You can select from your saved Message Templates or type a message from scratch.
Press Send Quote
The quote is sent to the customer immediately by email and will appear in the Quotes section of the booking request.
Any line item marked as Optional is presented to the customer as a choice at acceptance, rather than being included automatically. This is a lightweight way to offer add-ons, e.g. an extra service or upgrade, without setting up a separate package.
The customer can select any combination of the optional items on the quote before accepting.
The accepted total recalculates based on the optional items the customer selects, on top of the required (non-optional) line items.
Invoices and booking summaries only ever show the accepted result: required line items plus any optional items the customer chose. Optional items the customer did not select do not appear on the invoice or booking summary.
The customer receives an email with their quote details and a link to view it online. From the quote page they can:
Select or deselect any line item marked as optional. The total updates as they choose.
Press Accept Quote to confirm the booking with their selected items. Once accepted, the booking is confirmed. Taskly sends a confirmation email to the customer and any assigned staff. Taskly raises an invoice if Pay Upfront is selected.
Press Reject to decline the quote. The customer will be asked to provide a reason, which will be visible on the quote in Taskly.
If you set prices as tax exclusive, the customer-facing quote and the PDF show a separate Tax line and a note that prices exclude tax.
Quoted jobs appear on your Taskly Calendar in grey with a [Quote] label until the customer accepts, so you can see tentatively scheduled jobs without confusing them with confirmed bookings.
If a customer rejects a quote, the booking request moves to the Quote Rejected status and the rejection reason appears on the quote record. If a customer does not respond before the expiry date, the booking request moves to the Quote Expired status. In either case you can review the previous quote and send a new one directly from the booking request by pressing Send Quote again, using Start from previous quote to avoid re-entering pricing and other details.
If the booking request already has a previous quote, when you press Send Quote you will be asked how you want to start:
Start from previous quote: pre-fills the quote form using the most recent previous quote on the request, regardless of that quote's status.
Start fresh: opens a blank quote form.
When you choose Start from previous quote, the following are carried over from the previous quote:
Line items, including decimal quantities and prices, including which line items are marked as optional
Recurring booking setting
Generate invoice setting
Payment due setting, including Pay Upfront
PO Number
Customer message, including any selected message template
For Assigned Staff, staff from the previous quote are carried over only if they are still active. If any previously assigned staff are no longer active, they are dropped and a notice is shown so you know staff need to be reassigned.
Because schedule details may be stale, the following fields are always cleared and must be entered again, even when starting from a previous quote:
Starts At and Ends At
Expires At
Sending the quote always creates a new quote with its own reference. The previous quote is not modified or linked to the new one.
