What are quotes?
Quotes serve as formal proposals for client work:- Estimate scope and time before scheduling
- Get client approval before starting work
- Define requirements by work type
- Convert to tasks once approved
- Track from request to delivery
Quotes are the bridge between a client request and scheduled work. They ensure alignment on scope and time before committing resources.
Quote components
Basic information
Every quote includes:- Title - Brief description of the work
- Description - Detailed overview in rich text
- Client - Which client the work is for
- Status - Current state in approval workflow
- Origin - Created internally or by client
Requirements
Requirements define what needs to be built:- Design requirement - UI/UX, visual assets, brand work
- Development requirement - Features, fixes, integrations
- Detailed scope description
- T-shirt size estimate (XS through XXL)
- Min-avg-max hour ranges
- Client brief and context
Supporting elements
Quotes also include:- Comments - Internal and client discussions
- Attachments - Files and references
- Assignees - Team members providing estimates
- Timestamps - Created, updated, approved dates
Quote workflow
Quotes progress through a structured workflow:1
Request Created
CSM or client submits quote request with initial scope
2
Awaiting Quote
Team works on requirements and provides estimates
3
In Progress
At least one requirement being worked on
4
Awaiting CSM Review
All requirements complete, ready for internal review
5
Awaiting Client Approval
CSM approved, sent to client for decision
6
Approved
Client approved, converts to task automatically
Quote origins
Internal quotes
Created by CSMs, PMs, or Managers:- Access full quote creation wizard
- Select client from dropdown
- Can include all requirement types
- Created from dashboard
Client requests
Submitted by clients via portal:- Simplified request form
- Client auto-selected from session
- Limited to design and development
- Appears as “client_request” origin
Client requests follow the same workflow as internal quotes but are marked with a special origin for tracking.
Who can access quotes
CSMs, PMs, and Managers
Full access to all quotes:- Create new quotes
- Edit quote details
- Assign team members
- Approve quotes
- Send to clients
- Convert to tasks
Delivery Team
Limited access:- View quotes assigned to them
- Work on requirements they’re assigned
- Add comments
- Cannot create or approve
Clients
Portal access:- Submit quote requests
- View quotes for their organization
- Comment on quotes
- Approve or reject quotes
- Cancel quotes
Quote statuses
| Status | Description | Available Actions |
|---|---|---|
| Awaiting Quote | Just created, needs estimates | Assign, Edit Requirements |
| In Progress | Team working on estimates | Complete Requirements |
| Awaiting CSM Review | Ready for internal approval | Approve, Send to Client |
| Awaiting Client Approval | Sent to client | Client Approve/Reject |
| Approved | Client approved, task created | View Task |
| Rejected | Client declined | Reopen, Edit |
| Cancelled | Work cancelled | Reopen |
Time estimation
Quotes use t-shirt sizing for estimates:| Size | Duration | Example |
|---|---|---|
| XS | 15-30 min | Small copy change |
| S | 1-2 hours | Minor bug fix |
| M | 3-6 hours | Medium feature |
| L | 1-2 days | Large feature |
| XL | 3-5 days | Complex feature |
| XXL | 1-3+ weeks | Project-level work |
- Minimum time estimate
- Average time (used for billing)
- Maximum time (contingency)
Converting to tasks
Automatic conversion
When a quote is approved:- Task created automatically
- Requirements copied to task
- Subtasks generated
- Work ready for scheduling
What gets converted
- Quote title and description
- All requirements with scope
- Time estimates (average used)
- Client relationship
- Comments and context
After conversion
- Task appears in Tasks list
- Subtasks ready to schedule
- Quote links to task
- Original quote preserved for reference
Best practices
Clear scope
Write detailed requirements to avoid misunderstandings
Realistic estimates
Size appropriately - underestimating hurts profitability
Quick turnaround
Respond to quote requests quickly while requirements are fresh
Internal review
CSM should review before sending to client
Client communication
Keep clients informed about progress on their request
Reference material
Attach examples and references to clarify expectations