Built quotes are the fastest way to get a clean professional proposal in front of a customer. You add line items, pick which tax rates apply, and we handle the math and the PDF.
Starting a built quote
Open Estimates
Click the Estimates tab in the Sales Hub nav.
Click + New estimate
Top right of the page.
Stay on the Build from scratch tab
Three tabs are shown: Build from scratch, Upload PDF, Import from Aimsio. Pick the first.
Pick a deal (optional) or fill in the customer directly
If the quote is for an existing deal, pick it from the dropdown — we copy the customer info from the deal. Otherwise type a title and link a contact and company directly.
Click Create
We generate a quote number (EST-0001, EST-0002, ...) and drop you on the detail page where you'll add line items.
Adding line items
On the quote detail page, the middle column has a Line Items editor. Click + Add line to add a row.
Each line has:
- Description — what the line is for. Keep it customer-readable.
- Quantity — number, can be a decimal (1.5 days, 12.75 hours).
- Unit — “hr”, “day”, “each”, “m”, “t”, etc. Free-text.
- Unit price — price per unit in the quote's currency.
- Line total — quantity × unit price, calculated automatically.
Group with section breaks
Use blank-description lines or short header-style lines (e.g. “Site Mobilisation”, “Day Rate Crew”) to group related items. The PDF respects the order you set, so you can sort by section.
Currency
The currency is set on the quote and applies to every line. Defaults to your workspace currency (CAD, AUD, USD — pick when you create the quote). Once a quote has at least one tax rate applied, you can't change the currency without removing the taxes first.
Applying taxes
Below the line items, the Tax selector shows every tax rate you've set up in your workspace that matches the quote's currency. Click a chip to apply that tax; click again to remove it. You can apply more than one (e.g. GST + provincial PST in Canada). See Tax rates for setup.
Tax rates snapshot to the quote
When you apply a tax rate, we freeze the rate's name and percentage onto the quote at that moment. If you later edit the rate in your workspace settings (or archive it), already-applied quotes are unchanged. Your historical proposals never silently shift.
What's on the PDF
- Your company name, logo, address, and contact details (from your CrewFinder listing).
- The customer's name, company, address, email — snapshotted from the linked contact when you created the quote.
- Quote number, date, and a valid-until date if you set one.
- Every line item with its description, quantity, unit, unit price, and line total.
- Subtotal, each applied tax line, and a grand total.
- Optional terms-and-conditions text you've configured.
- An accept / decline call-to-action with the unique customer link.
Editing customer info on a single quote
The right-rail Customer card lets you override Name, Email, and Address on this quote without touching the underlying contact. Useful when a customer asks you to address the quote differently — different attention line, billing address, etc.
Re-linking the contact overwrites manual edits
If you change the linked contact (or company), we re-snapshot the customer info from their record — your manual edits to those fields will be replaced. The picker warns you before saving.
Saving and previewing
Saves are automatic — type, click out, saved. The PDF preview updates each time. You can also click View PDF at the top of the page to download the current version and look at it in full.
Sending it
When the quote looks right, see Sending a quote to a customer for the send flow.
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Sending a quote to a customer
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