How do I create and send a quote?

You build quotes on the Quotes page in your Sophiie dashboard — click New quote, pick the customer, add your line items, and on a wide screen you can select View preview at the bottom to see the quote exactly as your customer will — it updates as you build, though on a narrow screen or a phone the preview isn't available. When it's ready, send it by email or SMS (SMS appears when the customer has a phone number saved; if your Sophiie number can't send texts the option is shown but not selectable, with a line telling you why) and your customer gets a link where they can view it and Accept or Decline.

Steps

1. Go to the Quotes page and click New quote.
2. Choose the customer the quote is for.
3. Add your line items — the work and materials you're quoting. The live preview updates as you build, so you can see the finished quote before it goes anywhere.
4. While you're building the quote, check the Valid until date. It's filled in from the expiry setting at Settings → Quotes → Quote basics — see "How do I set my quote and invoice defaults?" — but you can change it for this quote.
5. When you send, select Edit in the send window to open the message. Send via appears there when both Email and SMS are available for this customer. You'll only see SMS if the customer has a mobile number and your Sophiie number can send text messages. Personalise the message if you like — it supports placeholders for the customer name, business name, quote number, amount and valid-until date, and Sophiie fills them in when the quote goes out.
6. Send it. Your customer receives a link where they can open the quote and Accept or Decline it — no Sophiie account needed on their end. (For how quotes are tracked from there, see "How do quotes work in Sophiie?")

Managing quotes you've sent

Open the All view on the Quotes page and use a quote's row actions. Which actions you see depends on the quote's status — for example, Send reminder shows on a quote you've sent, and Extend & resend shows on an expired quote. If a quote came from your job-management system, that system sends and chases it, so Send quote, Send reminder and Extend & resend don't appear on it:

• Edit quote — reopen the quote to change it.
• Send quote — send a quote you haven't sent yet.
• Send reminder — nudge a customer who hasn't responded.
• Extend & resend — give an expired quote a new validity date and send it again.
• Schedule job — turn an accepted quote into booked work.
• Mark as accepted — record an acceptance that happened outside the link (a phone call, a handshake).
• Duplicate — start a new quote from a copy of this one.
• Delete or Cancel — a draft quote is deleted, and a quote you've already sent is cancelled.

You can also select several quotes at once in the All view and act on the lot: send a reminder, mark them accepted, or export them.

Common Questions

My customer said yes over the phone — what do I do?

Use Mark as accepted on the quote's row in the All view. That records the acceptance without the customer needing to touch the link.

What happens when a quote expires?

Once the Valid until date passes, use Extend & resend — it gives the quote a fresh validity date and sends it to the customer again, so you don't rebuild it from scratch.

Can Sophiie chase quotes for me automatically?

Yes. Set up automatic quote reminders at Settings → Quotes → Quote reminders — each reminder has its own timing, goes by SMS, email or both, and has an editable template. See "How do I set my quote and invoice defaults?". For a one-off nudge, use Send reminder on the quote's row.

Can I ask Sophiie to draft a quote for me?

Yes — Sophiie Assistant in your dashboard can create quotes. Anything it prepares goes through your approval before it reaches a customer.

Need More Help?

If a quote won't send or looks wrong in the preview, ask Sophiie Assistant in your dashboard first — she can guide you or make the change for you. Still stuck? Email support@sophiie.ai or call +61 7 5620 4640.