# 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 | Yes (VeriFactu) |
| **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 |

**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, Convert to invoice, 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: Convert to invoice, Send reminder, Mark as accepted, Reject, Resend, View PDF

### 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 client accepted (or implicitly if you already started the work)
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
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
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.

## 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](../integraciones/stripe).

## 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
```

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**Previous:** [Recurring Invoices](./facturas-recurrentes) | **Next:** [Credit Notes](./abonos)