Quotes

Quotes (or estimates) allow you to present offers to clients before issuing the invoice. They are formal documents that show price, scope, and include a validity date.

Quote vs. Invoice?

Aspect	Quote	Invoice
Purpose	Offer / Quotation	Payment for work performed
Generates revenue	No (not yet)	Yes
Reported to Tax Authority	No	Generates a VeriFactu record if the tax ID in your tax details is a valid NIF; submission to the AEAT depends on your settings (see below)
Has expiration	Yes (typically 30 days)	Yes (payment terms)
Can be edited	Yes, while in draft	No, after sending
Next step	Convert to invoice	Mark as paid

The invoice generates its VeriFactu record if the tax ID in your tax details is a valid NIF. The record is submitted to the AEAT if you enable Auto-submit to AEAT and have a valid digital certificate configured in Finance → Taxes → Compliance. With Test mode (sandbox) on, which is the default, the submission goes to the AEAT test environment.

VeriFactu also applies to taxpayers with their tax domicile in the Canary Islands: the AEAT includes them in the scope of RD 1007/2023 and reads references to VAT as references to IGIC (AEAT FAQ). With the Canary Islands fiscal zone, submitting the records to the AEAT is not available in Frihet.

Tip: Use quotes for large jobs, custom projects, or when you need approval before starting.

Create a Quote

From scratch

1. Go to Invoicing → Quotes
2. Click on New Quote (or Alt+N)
3. Select or create client
4. Add lines with description, quantity, and price
5. Review total
6. Click on Save as draft or Send

From a client

1. Go to Clients → Select the client
2. In the Quotes tab, click New Quote
3. It will pre-fill with the client's data

Duplicate a previous quote

1. Open the quote you want to copy
2. Click on More options → Duplicate
3. A draft copy is created
4. Edit as needed

Quote Structure

Practically identical to an invoice:

Header

• Automatic number (configurable series: P-2026-001)
• Issue date
• Client (name, NIF, email, address)

Service/Product Lines

Field	Description
Concept	Detailed description of the work
Quantity	Hours, units, etc.
Unit Price	Unit price (excl. tax)
Discount	Per line
Line total	Automatically calculated
Tax	Applicable type (21%, 10%, 4%, etc.)

Tip: Be specific in the concepts. E.g., "Landing page design (5 revisions included)" instead of "Design".

Totals

• Subtotal
• Discounts
• Taxable base
• Taxes broken down
• Total quote

Validity

• Valid from — Issue date (automatic)
• Valid until — Until when the client can accept it (by default +30 days)
• Frihet automatically calculates: "Valid for 30 days"

Payment Terms (optional)

• Payment conditions
• Accepted payment methods
• Footer note

Custom Messages

• Welcome message — Shown at the beginning of the quote
• Closing message — Call to action, instructions, contact

Examples:

Welcome: "Hello {CLIENTE}, here is the quote for your project."

Closing: "If you accept this quote, send an email to info@ejemplo.com or digitally sign using the link below."

Quote Statuses

Draft

• Not sent
• You can edit it freely
• Not visible to the client
• Actions: Edit, Send, Duplicate, Delete

Sent

• Shared with the client by email
• Client can view it online (if you enabled link sharing)
• You cannot edit lines (metadata only)
• Actions: Send reminder, Mark as accepted, Reject, Resend, View PDF

To convert it to an invoice, mark it as accepted first.

Accepted

• Client accepted the offer
• Quote won
• Appears in reports as pipeline
• Actions: Convert to invoice, View PDF
• Next step: Convert to invoice when you complete the work

Rejected

• Client rejected the offer
• Used for follow-up and loss analysis
• Appears in lost opportunities reports
• Actions: View PDF, Duplicate, Reactivate as draft

Convert Quote to Invoice

When to do it

Convert to invoice when:

1. The quote is in Accepted status
2. You completed the work/service
3. You are ready to collect payment

How to do it

Option 1: From the quote

1. Open the quote in Accepted status
2. Click on Convert to Invoice
3. An invoice is created with:
   • Same client, lines, taxes
   • New number (invoice series, not quote series)
   • Current date
   • Status: Sent
4. Click on Save or Send by email

Option 2: From the quote list

1. Select one or more quotes in Accepted status
2. Click on Actions → Convert to Invoices
3. N invoices are generated (one per quote)

Allowed changes before converting

If the quote is in Draft status, you can change:

• Quantities (if the scope changed)
• Prices (if you renegotiated)
• Lines (add/remove services)
• Discounts (if you apply a promotion)

Note: Once sent, you cannot edit. Create a new quote if you need changes. Conversion to an invoice is only offered when the quote is in Accepted status.

Search and Filter Quotes

Quick Search

• Cmd+F — Opens search
• Search by number (P-2026-001) or client name

Available Filters

• Status: Draft, Sent, Accepted, Rejected
• Date: This month, last month, custom range
• Client: Type to filter
• Amount: Quotes greater than X euros

Saved Views

Create custom views:

1. Apply filters
2. Click on Save View (⭐ icon)
3. Give it a name: "Quotes over €1000", "Pending Acceptance", etc.
4. Access quickly from the view selector

Share with Clients

Send by Email

1. Open the quote (Draft or Sent status)
2. Click on Send by Email
3. The client's email is pre-filled
4. Customize subject and message
5. Click on Send

Default Template:

Subject: Quote P-2026-001

Hello {CLIENTE},

Attached you will find the requested quote. It is valid until {FECHA_VENCIMIENTO}.

If you have any questions or want to modify anything, feel free to contact me.

Regards,
{YOUR_NAME}

Download PDF

1. Open the quote
2. Click on Download PDF
3. It is saved as P-2026-001.pdf

The PDF includes:

• Your logo and company details
• All quote details
• Validity date prominently displayed
• QR code (if enabled)
• "Acceptance" section for the client to sign (optional)

Generate shareable link

Some quotes support shareable links (PRO):

1. Open the quote
2. Click on Share Link
3. A URL like frihet.io/q/abc123def is generated
4. Share with the client (email, chat, etc.)
5. The client views the quote online without needing an app

Advanced Customizations

Dynamic Variables

Use variables in text fields that are automatically replaced:

Variable	Replacement
{CLIENTE}	Client's name
{EMPRESA}	Your company name
{FECHA}	Today's date
{FECHA_VENCIMIENTO}	Validity date
{TOTAL}	Total amount
{CONTACTO}	Your contact email

Example in Closing:

Thank you {CLIENTE}, we await your confirmation before {FECHA_VENCIMIENTO}.
Contact {CONTACTO} if you have any questions.

Quote Templates

If you repeat the same type of quote (e.g., SEO audits, web design), create a template:

1. Create a quote with standard lines
2. Click on Save as Template
3. Give it a name: "Basic web design", "SEO Audit", etc.
4. When creating a new one, select a template and it will pre-fill

Reports and Analysis

Go to Reports → Quotes for:

Metric	Useful for
Quotes pending acceptance	Lead tracking
Acceptance rate	How many of those sent are closed?
Average quote value	Average ticket
Expired quotes without response	Identify cold leads
Analysis by client	Most valuable clients
Projection if all were accepted	What-if analysis

Example: If your acceptance rate is 60% and you have €20k in pending quotes, you expect to close €12k.

CRM Integration

If you have integration with CRM (Twenty, Pipedrive, etc.):

• Sent quotes automatically create opportunities
• When marked as Accepted, the opportunity is updated
• Bidirectional data synchronization

Learn more in Integrations.

Complete Workflow: From Quote to Payment

1. QUOTE (Draft)
   ↓
2. Client receives by email
   ↓
3. Client accepts
   ↓ QUOTE (Accepted)
   ↓
4. Convert to INVOICE (Sent)
   ↓
5. Client receives invoice
   ↓
6. Client pays
   ↓ INVOICE (Paid)
   ↓
7. Registered in reports as revenue

---

Previous: Recurring Invoices | Next: Credit Notes