Create a quote

Create a quote to let your customers know your terms for doing business with them.

Create a quote

  1. Click the plus icon Image of the plus icon on the Xero Business Dashboard and select Quote.
  2. Enter information into the quote fields. You can drag and drop the item lines to reorder them.
  3. (Optional) Add a file to your quote.
  4. Save or send the quote.

Quote fields explained

This section provides guidance and tips on the quote fields.

Not all fields are compulsory. The only field required to save your quote is Customer. To send a quote, you also need to complete the Description field.

Quote header fields explained

Image showing header section of quote.

  • Customer

    Enter the name of the customer you would like to send the quote to. If you enter a name that's not already a contact, Xero adds it to your contacts.

  • Date

    This will default to today's date. You can change this.

    Date entry shortcuts in Xero

  • Expiry

    Let your customer know when the quote will expire. Select Today, +7 days, +14 days, +30 days, or pick your own date. Expiry date is optional.

    Xero will populate the default expiry date for quotes, if you've set one up.

    Date entry shortcuts in Xero

    Set up default expiry date for quotes

  • Quote number

    Use Xero's default numbering sequence or change the automatic numbering sequence to your own.

    Change numbering sequence

  • Reference

    Choose a reference to suit your organisation or your customer.

  • Theme

    This field appears only if you have set up branding themes. Branding themes let you customise the appearance of your quotes.

    Branding themes

    If you've entered a default theme for your customer, it automatically displays.

  • Currency

    If you have a Business Edition plan with multi-currency, you can select a foreign currency that you've already added, or click Add currency to add a new one. You can edit the exchange rate if required.

    If you've entered a default currency for your customer, it automatically displays.

  • Amounts are

    Select how you would like GST to appear in your quote.

    If your quote has GST, select either Tax Inclusive or Tax Exclusive. The only difference between these two options is whether your quote lines and subtotal include or exclude GST. Both options calculate the same GST amount.

    Select No Tax if your quote doesn't have GST.

    Xero won't include the GST in your quote in your activity statement in Xero. The main reason for accounting for GST in your quote is so you can record the correct unit price.

Add a Title & Summary

Click this link to add a title and summary to your quote.

Image showing Add Title link.

You can add information about your quote that you may not want to include in the description lines of your quote.

Image showing title and summary fields completed.

Your title and summary will appear on your quote:

Image showing title and summary on quote.

Quote line fields explained

Click + Add a new line to add an item to your quote. Click the delete icon Image of the delete row icon. beside the line item to delete it.

Use the Tab key on your keyboard to move between the lines. You can drag and drop the item lines to reorder them.

Image showing line fields in a quote.

  • Item

    Select an inventory item if you have inventory items set up for your organisation. Inventory items speed up data entry by automatically filling in quote fields with information you've saved against your inventory items.

    Select + Add Item to create a new inventory item.

    Xero won't include your quote in any inventory reports in Xero.

    Add an untracked inventory item

    Add a tracked inventory item

  • Description

    Enter as much text as you'd like to describe the goods or services you're providing. Press Enter to add line breaks within the Description field. You can include description-only lines in your quote, for example 'Carpet durability rating to be agreed 2 weeks before installation'.

    If you prefer, you can add description information in the Summary field of the quote.

    Add a Title & Summary

  • Quantity

    Enter the quantity of items you are providing.

  • Unit price

    You can enter positive, negative or zero amounts but the overall amount can't be negative.

  • Disc %

    You may have a discount agreement with your customer. If so, enter the discount percentage.

    If you've set a default discount for this contact, Xero will automatically apply the discount when you add a line item and place your cursor in this column. You can manually override the discount.

    Sales discount

    If you've set a default discount for your customer, this doesn't automatically display in your printed quote.

    Show discounts on printed invoices, quotes and purchase orders

  • Account

    Select the account (from your chart of accounts) that you would like your quote coded to. If you have set up a default sales account for your contact, Xero automatically fills in this field for you.

    Default tax setting, account and tracking settings

    Xero doesn't include your quote in the general ledger. The main reason for coding your quote to an account now is to save time when you copy your quote to a new invoice.

    Create an invoice from a quote

    Select Add account to create a new account in your chart of accounts.

  • Tax rate

    Xero's default for this field is the tax rate assigned to the account you've chosen for your line item. You can change this by selecting another tax rate from the drop-down menu.

    Edit Account to change the default tax rate applied to your chosen account.

    Even if you haven't entered an account, you're able to enter a tax rate.

    Xero won't include the GST in your quote in your activity statement in Xero. The main reason for accounting for GST in your quote is so you can record the correct unit price.

  • Tracking

    Tracking categories let you track the performance of areas of your organisation. A tracking column displays if you have set up tracking categories. If you have set up a default tracking account for your contact, Xero automatically fills in this field for you.

    Set up tracking categories to monitor different areas of your business

    Default tax setting, account and tracking settings

    Xero won't include your quote in Tracking Summary reports. The main reason for coding your quote to a tracking category now is to save time when you copy your quote to a new invoice.

    Create an invoice from a quote

Add terms to your quote

Image showing quote terms.

Enter your quote terms and conditions in this field.

If you are using a standard branding theme for this quote that has terms and conditions, they will also display.

If you are using a DOCX branding theme for this quote, make sure you haven’t removed the quote terms field.

Branding themes

Save and send options in quotes explained

Create a draft quote by selecting one of the save options

  1. Click the arrow next to the Save button.
  2. Select a save option from the menu. All save options save your quote as a draft.

    Image showing quote save options.

Send the quote to your customer

Quotes do not need to be approved. If your user role allows you to send quotes, you can email the quote straight away.

  1. Click Send.
  2. Enter or change information in the Send Quote window.

    Image showing quote email template.

  3. Click Send.

Enter or change information in the Send Quote window

Information about entering or changing fields in the Send Quote window: