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Creating quotes in CharleOS involves a multi-step wizard that guides you through capturing client requirements and scope.

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Creating a new quote

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Access

Navigate to:
  • Sidebar → Quotes
  • Click Create Quote Request
  • Multi-step wizard opens

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Who can create

  • CSMs
  • Project Managers
  • Managers
  • Not available to Delivery Team
Clients can submit quote requests via the client portal, which follow the same workflow but have a “client_request” origin.

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Quote creation wizard

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Step 1: Overview

Basic quote information: Required fields:
  • Client - Select from dropdown
  • Title - Brief description (max 200 characters)
  • Description - Detailed rich text overview
  • Requirement types - Select at least one:
    • Design
    • Development
    • SEO
    • Retainer
Choose requirement types carefully - you’ll provide detailed scope for each selected type in the next steps.

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Step 2: Design (if selected)

If you selected “Design” requirement: Required fields:
  • Goal - What the design aims to achieve
  • Design types (select at least one):
    • UI/UX Design
    • Visual Assets
    • Brand/Identity
    • Marketing Materials
    • Prototypes
  • Timeline:
    • Flexible
    • Within 2 weeks
    • Within 1 week
    • Urgent (ASAP)
Optional fields:
  • Target audience - Who the design is for
  • Reference links - Examples or inspiration
  • Brand guidelines - Yes/No (provides context)

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Step 3: Development (if selected)

If you selected “Development” requirement: Required fields:
  • Goal - What the development aims to achieve
  • Work type:
    • New Feature
    • Enhancement
    • Bug Fix
    • Integration
    • Performance Optimization
    • Other
  • Expected outcome - What should happen after implementation
  • Timeline - Same options as Design
Optional fields:
  • Current behavior - For enhancements/bug fixes
  • Relevant links - Related pages or resources
  • Technical constraints - Limitations or requirements
For bug fixes or enhancements, describing current behavior helps provide accurate estimates.

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Step 4: Review

Final step before submission:
  • Review all entered information
  • Check requirement types selected
  • Verify client and title
  • Go back to edit if needed
  • Click Submit to create quote

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After creation

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Quote status

New quotes start as “awaiting_quote”:
  • Ready for team to work on estimates
  • Can assign team members
  • Can edit requirements

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Next steps

  1. Assign team members to provide estimates
  2. Team members complete requirements
  3. When all requirements complete → “awaiting_csm_review”
  4. CSM reviews and approves
  5. Send to client for approval

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Editing quotes

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When you can edit

Quotes can be edited until approved:
  • ✅ Awaiting Quote - Full editing
  • ✅ In Progress - Full editing
  • ✅ Awaiting CSM Review - Full editing
  • ✅ Awaiting Client Approval - Full editing
  • ❌ Approved - Cannot edit (task created)
  • ✅ Rejected - Can edit and resubmit
  • ✅ Cancelled - Can edit after reopening

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What you can edit

Basic details:
  • Title
  • Description
  • Client (before approval)
Requirements:
  • Scope content
  • T-shirt sizing
  • Brief details
Cannot change:
  • Requirement types (cannot add/remove)
  • Quote origin
Editing a completed requirement marks it as incomplete again. The quote will return to “in_progress” status.

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Client-created requests

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How clients create requests

Clients use the portal:
  1. Navigate to Quotes → New Request
  2. Similar wizard but simplified:
    • No client selector (auto-filled)
    • Only Design and Development options
    • Same required fields
  3. Submit creates quote with origin: "client_request"

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Processing client requests

When a client submits a request:
  1. Appears in CSM’s quotes list
  2. Marked as “client_request” origin
  3. Status: “awaiting_quote”
  4. CSM assigns team to provide estimates
  5. Follow normal workflow

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Differences from internal quotes

Client requests:
  • Cannot select client (auto-filled)
  • No SEO or Retainer options
  • Cannot be edited by client after submission
  • CSM must handle all edits
Client requests often need clarification. Contact the client before starting estimates if anything is unclear.

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Assigning team members

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Who to assign

Assign based on requirement type:
  • Design requirements → Designers
  • Development requirements → Developers
  • Multiple assignees allowed

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How to assign

  1. Open quote detail page
  2. Click Assign
  3. Select team members
  4. Team members notified
  5. They can work on requirements

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Assignee responsibilities

Assigned team members should:
  • Review requirement scope
  • Provide t-shirt size estimate
  • Add detailed scope content
  • Mark requirement complete when done

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Common creation scenarios

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Scenario 1: Simple bug fix quote

Steps:
  1. Select client
  2. Title: “Fix checkout button issue”
  3. Select Development only
  4. Work type: Bug Fix
  5. Describe current behavior and expected outcome
  6. Timeline: Within 1 week
  7. Submit
Result: Quick quote with single development requirement

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Scenario 2: Full redesign quote

Steps:
  1. Select client
  2. Title: “Homepage redesign”
  3. Select Design and Development
  4. Design: UI/UX Design, target audience, references
  5. Development: New Feature, expected outcome
  6. Both timelines: Flexible
  7. Submit
Result: Comprehensive quote with both requirements

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Scenario 3: Client-submitted request

Client submits:
  • “Add product filtering to collections”
  • Development requirement
  • Describes desired functionality
CSM actions:
  1. Review request
  2. Clarify if needed (via comments)
  3. Assign developer
  4. Developer provides estimate
  5. CSM reviews and sends to client

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Best practices

Detailed descriptions

More detail = more accurate estimates

Relevant attachments

Include mockups, examples, or references

Clear timelines

Set realistic expectations with clients

Verify client

Double-check you’ve selected the correct client

Single requirement

For simple work, one requirement is often enough

Review before submit

Use the review step to catch errors

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Troubleshooting

Approved quotes cannot be edited because they’ve been converted to tasks. Edit the task instead.
You’re likely in the client portal where the client is auto-selected. Only internal users see the client selector.
Requirement types cannot be changed after creation. Cancel the quote and create a new one, or work around with the existing types.
Check if the quote was approved before you edited. Approved quotes cannot be edited.

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Next steps

Requirement Blocks

Learn how to complete requirement blocks

Approval Workflow

Understand the approval process

Converting to Tasks

See what happens when quotes are approved

Tasks

Learn about tasks created from quotes