Creating an Estimate / Quote

A well-structured quote sets the tone for your entire client relationship. BuilderMate makes it easy to build professional estimates with detailed line items, payment milestones, and even AI-powered suggestions to speed things up.

Who Can Access This

Admin, Team Member, and Field User roles can all create and manage quotes.

Starting a New Quote

There are two ways to create a quote:

1. From the sidebar — Click Quotes, then click "New Quote".
2. From a lead — Open a lead's detail page and click "Create Quote". The client info will be pre-filled.

Filling Out the Quote Header

At the top of the quote form, fill in:

• Client — Search and select an existing client (required). Their contact info auto-fills.
• Recipient Name — Auto-filled from the client record, but you can edit it (e.g., if you're addressing a spouse or business partner).
• Recipient Address — Auto-filled, editable.
• Worksite Address — The job location, if different from the client's address.
• Description — A brief overview of the project scope.

Adding Line Items

This is the core of your quote.

1. Click "Add Line Item".

2. Fill in the fields:

   • Product/Service — The name of the item or service.
   • Description — Additional details.
   • Quantity — How many units.
   • Unit Price — Price per unit.
   • Amount — Auto-calculated (Quantity x Unit Price).

3. Optional fields:

   • Image URL — Attach a reference image to the line item.
   • Optional Flag — Mark an item as optional so the client can choose to include or exclude it.
   • Category — Group related items together (e.g., "Demolition", "Electrical", "Finishes").
   • Pay Stages Flag — Controls display in payment stages.

4. Drag and drop line items to reorder them as needed.

Repeat for each item until your quote is complete.

Pro Tip: Use categories to group line items by trade or phase. It makes the quote easier for clients to read and understand.

Loading a Template

Don't start from scratch every time. Click "Load Template" to populate your quote with a saved set of line items. Templates can be linked to project types, so the most relevant template is suggested first.

After loading, adjust quantities, pricing, and descriptions to fit the specific project.

Using the AI Quote Assistant

Need a fast starting point? Click the AI button (magic wand icon) on the quote creation page.

1. Describe the project in plain language (e.g., "10x12 kitchen remodel with new cabinets, quartz countertops, tile backsplash, and LVP flooring").
2. The AI generates suggested line items with estimated quantities and pricing.
3. Review each suggestion and add the ones that fit, modify them, or skip.

The AI adapts to your region and project type to provide relevant suggestions.

Good to Know: AI suggestions are a starting point, not a final answer. Always review and adjust pricing based on your actual costs, supplier quotes, and desired margins.

Setting Up Payment Stages

Below the line items, you'll find the Payment Stages section. These define your billing milestones:

1. Add a stage name (e.g., "Deposit").
2. Set the amount for that stage.
3. Set the stage order.
4. Drag to reorder stages as needed.

You can also import stages from a template to save time.

These payment stages can later be imported into the project's billing tab once the quote is approved and the project is created.

Tax

Enter a tax percentage and BuilderMate auto-calculates the tax amount on the subtotal. The Total updates automatically.

Visibility Settings

Control what the client sees on a per-quote basis by toggling:

• Show/Hide Quantities
• Show/Hide Unit Prices
• Show/Hide Line Item Totals

This is useful for lump-sum pricing where you want to show the total without breaking down individual quantities and rates.

Disclaimer Text

A default disclaimer appears at the bottom of every quote (set in Settings > Configuration > Quote Settings). You can edit it on a per-quote basis. Common disclaimers include estimate validity periods, material cost disclaimers, and payment terms.

Saving Your Quote

• Save as Draft — Save your work without sending. Come back to edit later.
• Save and Send — Save the quote and send it to the client right away.

Related Articles

• Using Quote Templates and AI Assistant
• Sending Quotes and Tracking Client Responses
• Quote Settings