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5 Steps to Create Agency Prospect Quotes and Estimates

WorkflowMax Quote

As an agency, you know that acquiring new clients takes a lot of prep work. There’s the research, the calls,the emails, the planning, and finally the laborious new job quote construction.

While we can’t remove the discovery and research process of obtaining new clients, we can help you simplify the quote development. This once dreaded, time-consuming process is actually not as painful as it used to be. With WorkflowMax, drafting and delivering a quote is a piece of cake. The really good kind of cake. Like this one:


Below, we’ve outlined the simple steps required to create a quote within WorkflowMax, so you can see how seamless it truly is.

Please note: In WorkflowMax you have the option to create quotes and estimates. The only difference between the two is the name, as some of our clients prefer to send quotes and others prefer estimates. Both are set up the exact same way.


1. Create a Quote

Within WorkflowMax, you can create quotes by scrolling over the “Financial” tab at the top of the header, and selecting “New Quote” from the dropdown menu.



2. Input All the Quote Details

Once the quote information window opens, you will be prompted to input specific details of the quote, including the client, client contact, a description of the quote, budget details and dates in which the quote is valid. When finished, hit “Next.” (Note: You have the option to select which template you would like to use. Within WorkflowMax, you can customize your quote template with your company logo and colors).


If you are sending a quote to a new client or prospect, click “Add Client” above the client field, and insert the required general information. When done, hit “Save.”



3. Add Associated Tasks, Costs and Markup 

Once you’ve filled out the quote information, you can begin inputting tasks and associated costs to complete the quote.

  • To add a task, simply select, “New Task” or “Add Multiple Tasks.”
  • To add a cost, simply select, “New Cost” or “Add Multiple Costs.”
  • To add a percentage markup, select “Apply Markup” and adjust the percentage accordingly.



4. Finalize and Send

When you’ve finished inputting the details of the quote, save it as a draft. To review the draft prior to finalizing and sending the quote, go to the Quote Manager section of your WorkflowMax account. This can be found by scrolling over the “Financial” tab at the top of the header, and selecting “Quote Manager” from the dropdown menu.


If you are satisfied with the appearance of the quote, hit “Issue” to create a PDF that you can email, or print and mail to your client or prospect.


 You're done! You can now send beautiful quotes like this one in minutes:

workflowamax quote

5. Update Quote Status

Finally, you can update the status of the quote—Revise, Accepted or Declined—based on the prospect’s response.

  • Revise: If you need to make changes to the quote after you’ve hit “Issue,” click “Revise,” then resave the document.
  • Accepted: If the recipient accepts your proposal, click “Accepted” from the quote screen. As soon as “Accepted” is clicked, WorkflowMax automatically creates the quote as a job within your account, complete with all associated quote details, including: client, description, projects and costs.
  • Declined: If the recipient rejects your proposal, select “Declined.” WorkflowMax will delete this quote from your Quote Manager. 


For more information on how to develop quotes, check out the full demonstration video here.

How much time do you typically spend drafting customized quotes? Please share in the comments section below.

Cake Image Credit: Junelle Caravana via Flickr. 


Chirag Ahuja
Chirag is the Marketing Manager at WorkflowMax. Every day he strives to educate more and more business owners on how to do business better. From their first visit to the website or the first email they receive to the first video they watch – he is passionate about delivering a seamless, beautiful and personalized experience that people love and that converts strangers to leads to customers and finally into fans! Chirag loves listening to techno music, reading vedic scriptures, leading teams, building relationships, and discussing the big questions in life.

Chirag Ahuja

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