Create a quote
Create a quote to let your customers know your terms for doing business with them.
Create a quote
- Click the plus icon and select Quote.
- Enter information into the quote fields. You can drag and drop the item lines to reorder them.
- (Optional) Add a file to your quote.
- 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
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.
Choose a reference to suit your organisation or your customer.
- Amounts are
Select how you would like VAT to appear in your quote.
If your quote has VAT, select either Tax Inclusive or Tax Exclusive. The only difference between these two options is whether your quote lines and subtotal include or exclude VAT. Both options calculate the same VAT amount.
Select No Tax if your quote doesn't have VAT.
Xero won't include the VAT in your quote in your VAT return in Xero. The main reason for accounting for VAT 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.
You can add information about your quote that you may not want to include in the description lines of your quote.
Your title and summary will appear on your quote:
Quote line fields explained
Click + Add a new line to add an item to your quote. Click the delete 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.
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.
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.
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.
If you've set a default discount for your customer, this doesn't automatically display in your printed quote.
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.
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.
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 VAT in your quote in your VAT return in Xero.
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.
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.
Add terms to your quote
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.
Save and send options in quotes explained
Create a draft quote by selecting one of the save options
- Click the arrow next to the Save button.
Select a save option from the menu. All save options save your quote as a draft.
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.
- Click Send.
Enter or change information in the Send Quote window.
- Click Send.
Enter or change information in the Send Quote window
Information about entering or changing fields in the Send Quote window:
- To or Email
If your contact doesn't have an email address in their contact record, the email address you enter saves to the contact's record.
- Insert placeholder
Click Insert placeholder to learn which placeholders you can add to your subject or message for this email type.
If you have selected an email template, Xero fills the message with text and placeholders set up in the email template you selected.
You can add or change the text and placeholders in the message for this quote.
Add the [Online Quote Link] placeholder if you want your customer to receive a link to the online quote.
Alternatively, customise your own template message so you can reuse it.
- Send me a copy
Check the box if you also want to send yourself a copy of the email.