How Do I Create A Quote?

How to Create and Send a Custom Quote in PhotoBiz

Overview

PhotoBiz Quotes allow you to create a personalized estimate for a client before creating an invoice and requesting payment. You can add custom items or existing ECommerce items, set pricing and shipping, choose an expiration date, and include notes or terms.

After you send the quote, your client can review it and choose to approve or decline it. Once a quote is approved, you can convert it into an invoice from your PhotoBiz control panel.

This guide walks you through creating, customizing, and sending a quote in PhotoBiz.

STEP ONE

This opens the Quotes & Invoicing dashboard, where you can create and manage your Quotes and Invoices.

STEP TWO

Click QUOTES at the top, center of the Quotes & Invoices dashboard.

STEP THREE

Click NEW QUOTE to create a new quote.

PhotoBiz automatically assigns a unique quote number to the new quote.

STEP FOUR

Your quote preview will appear in the center of the screen. In the upper-right corner, you will see Edit, Print, Send, and Check Status.

Click Edit to open the Quote Editor and begin customizing your quote.

You can also click the URL displayed below the quote number to preview the quote your client will see.

STEP FIVE

In the right-side panel, click New Item to add an item to your quote.

You can select Custom Item to create an item specifically for this quote, or select Existing Store Item to use Prints, Products, Packages, or Services you have already created in ECommerce.

For a Custom Item, enter the Item Name, Description, Quantity, Amount, Sales Tax if applicable, and Shipping if applicable. Click Add Item when you are finished.

The item will appear in the quote preview as you build your quote. Repeat this process if you need to add additional items.

Fields for a Custom Item:

Item Name
Description
Quantity
Amount
Sales Tax (optional)
Shipping (optional)

Click Add Item to include it in your quote.

💡 Pro Tip: Use a negative amount in a Custom Item to apply a discount.

As you add items, you’ll see them listed in real time in your quote preview.

Adding existing store items will allow you to select from Prints, Products, Packages, and Services you've previously set up in your ECommerce.

STEP SIX

Click Contact in the Quote Editor to assign the quote to a client.

Click New Contact if you need to create a new contact, or use the search bar to find and select an existing contact. Recently used contacts may also appear as quick selections.

After you add the contact, you can click Edit Contact to update their information or Change Contact to assign the quote to someone else.

STEP SEVEN

If the quote requires shipping, click Shipping in the Quote Editor.

Select one of the shipping methods you have already created in your ECommerce settings, then click Save Changes.

If the quote does not require shipping, you can skip this step.

Need to create or update a shipping method? See How Do I Create a New Shipping Method?.

STEP EIGHT

Click Expires On in the Quote Editor.

Select the date when you want the quote to expire, then click Save Changes.

If your client does not approve or decline the quote before the expiration date, the quote will automatically change to Expired.

STEP NINE

Click Other Details to add additional information to the quote.

Enter any custom notes or terms and conditions you want your client to review, then click Save Changes.

Use this area for information that is important to the quote but is not part of an individual item, such as project details, payment expectations, scheduling information, or other terms.

STEP TEN

Customize the Subject and Message your client will see after approving the quote.

You can also choose whether PhotoBiz sends the approval confirmation message by email.

Click Save Changes after you finish customizing these settings.

FINAL STEP

Review the quote to make sure the items, quantities, pricing, contact information, shipping, expiration date, notes, and terms are correct.

When you are ready to send it to your client, click SEND.

PhotoBiz will display a confirmation after the quote has been sent successfully. Your client can then open the quote from the email they receive and approve or decline it.

Additional Options and Helpful Notes

You can use several additional options while working with a quote:

Preview the client experience: Click the URL below the quote number to view the client-facing version of the quote.
Print a quote: Click Print from the quote preview if you need a printable copy.
Apply a custom discount: You can enter a negative amount for a Custom Item to subtract that amount from the quote total.
Edit an existing quote: Quotes can be changed at any time. Open the quote and click Edit to update its details.
Check the quote status: Click Check Status to see whether the quote is Pending, Approved, Declined, or Expired.

What Your Clients Will See

When your client opens the quote, they can review the items, pricing, expiration date, notes, and terms you included.

When they are ready to respond, they select either Approve or Decline using the available radio button. They then enter their name and click Approve Quote or Decline Quote, depending on their selection.

The quote status in your PhotoBiz account will update based on their response.

Quote Statuses

PhotoBiz Quotes can have one of four statuses:

Pending — The quote has not been approved or declined, and its expiration date has not passed.
Approved — The client reviewed and approved the quote.
Declined — The client reviewed and declined the quote.
Expired — The client did not approve or decline the quote before its expiration date.

When a quote expires, it will show as Expired in your PhotoBiz control panel. If your client opens the quote after its expiration date, they will also see that the quote has expired.

Can I Edit a Quote After Creating It?

Yes. You can make changes to a quote at any time.

Open the quote from your PhotoBiz control panel and click Edit to update its items, pricing, contact information, expiration date, notes, or other settings.

If you make changes after sending a quote, review the updated quote carefully and make sure your client has the information they need.

What Happens After a Quote Is Approved?

After your client approves the quote, you can convert it into an invoice from your PhotoBiz control panel.

The invoice allows you to move from the quote stage into the payment stage of your workflow.

For step-by-step instructions, see How Do I Turn a Quote Into an Invoice?.

Need Help?

If you have questions about creating, sending, or managing Quotes in PhotoBiz, contact the PhotoBiz Support Team.

Support Hours: Monday to Friday, 9am to 6pm EST

Phone: 866.463.7620

Support Channels: Phone, Live Chat, Support Ticket

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