> ## Documentation Index
> Fetch the complete documentation index at: https://docs.charle.agency/llms.txt
> Use this file to discover all available pages before exploring further.

# Overview

> Understanding quotes and work estimation in CharleOS

Quotes are work estimates that require client approval before becoming tasks. They capture scope, time estimates, and requirements for proposed work.

## 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

<Info>
  Quotes are the bridge between a client request and scheduled work. They ensure alignment on scope and time before committing resources.
</Info>

## 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

Each requirement has:

* Detailed scope description
* T-shirt size estimate (XS through XXL)
* Min-avg-max hour ranges
* Client brief and context
* **Needs more info** flag - Indicates additional clarification needed

<Tip>
  When a requirement is flagged as "Needs More Info", an amber badge appears next to the quote title in the quotes list, helping CSMs quickly identify quotes that require attention.
</Tip>

### 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:

<Steps>
  <Step title="Request Created">
    CSM or client submits quote request with initial scope
  </Step>

  <Step title="Awaiting Quote">
    Team works on requirements and provides estimates
  </Step>

  <Step title="In Progress">
    At least one requirement being worked on
  </Step>

  <Step title="Awaiting CSM Review">
    All requirements complete, ready for internal review
  </Step>

  <Step title="Awaiting Client Approval">
    CSM approved, sent to client for decision
  </Step>

  <Step title="Approved">
    Client approved, converts to task automatically
  </Step>
</Steps>

<Tip>
  Quotes can be cancelled at any point and reopened later if needed.
</Tip>

## 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

<Note>
  Client requests follow the same workflow as internal quotes but are marked with a special origin for tracking.
</Note>

## 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 |

Each size provides:

* **Minimum** time estimate
* **Average** time (used for billing)
* **Maximum** time (contingency)

<Warning>
  T-shirt sizes are estimates, not guarantees. Actual time may vary based on complexity and unknowns discovered during work.
</Warning>

## Converting to tasks

### Automatic conversion

When a quote is approved:

1. Task created automatically
2. Requirements copied to task
3. Subtasks generated
4. 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

<CardGroup cols={2}>
  <Card title="Clear scope" icon="file-text">
    Write detailed requirements to avoid misunderstandings
  </Card>

  <Card title="Realistic estimates" icon="clock">
    Size appropriately - underestimating hurts profitability
  </Card>

  <Card title="Quick turnaround" icon="bolt">
    Respond to quote requests quickly while requirements are fresh
  </Card>

  <Card title="Internal review" icon="eye">
    CSM should review before sending to client
  </Card>

  <Card title="Client communication" icon="message">
    Keep clients informed about progress on their request
  </Card>

  <Card title="Reference material" icon="link">
    Attach examples and references to clarify expectations
  </Card>
</CardGroup>

## Next steps

<CardGroup cols={2}>
  <Card title="Creating Quotes" icon="plus" href="/user-guide/quotes/creating-quotes">
    Learn how to create and edit quotes
  </Card>

  <Card title="Requirement Blocks" icon="cube" href="/user-guide/quotes/requirement-blocks">
    Understand how to build requirement blocks
  </Card>

  <Card title="AI Suggestions" icon="sparkles" href="/user-guide/quotes/ai-suggestions">
    How Alan suggests sizes and estimates
  </Card>

  <Card title="Approval Workflow" icon="check-circle" href="/user-guide/quotes/approval-workflow">
    Understand the approval process
  </Card>

  <Card title="Converting to Tasks" icon="arrow-right" href="/user-guide/quotes/converting-to-tasks">
    See how quotes become tasks
  </Card>
</CardGroup>