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Creating Quotes

Before You Begin​

note

Quote and invoice settings share the same configuration area. If you have already set up invoicing, your quotes will use the same templates, tax rates, and email settings automatically.

Completing the setup steps below before creating your first quote ensures accuracy and consistent branding. These settings take ten to fifteen minutes to configure and streamline all future quoting.

Setup checklist:

  • Configure tax settings (if your quotes include tax)
  • Set up company information and branding
  • Customise quote templates
  • Configure language settings (if quoting clients in multiple languages)
  • Set up email templates

Step 1: Configure Tax Settings​

Step 1: Configure Tax Settings

If you charge tax on products or services, configure your tax settings before creating quotes.

Set Up a Tax Agency​

  1. Go to Settings > Tax Management > Tax Agencies
  2. Select Add Tax ID
  3. Enter your tax authority details:
    • Tax authority name (for example, "VAT UK" or "Sales Tax CA")
    • Tax identification number
    • Tax type (Sales Tax, VAT, GST, and so on)
  4. Select Save

Fiskl automatically creates a corresponding ledger account in your Chart of Accounts for this tax agency.

Add Tax Rates​

  1. In Tax Management, go to the Tax Rates section
  2. Select Add Tax
  3. Configure the tax rate:
    • Tax name (for example, "Standard VAT 20%")
    • Tax rate percentage
    • Assign to your tax agency
    • Mark as Sales Tax or Non-Sales Tax
  4. Select Save

Example tax rates:

  • Standard rate: 20%
  • Reduced rate: 5%
  • Zero rate: 0%

Set a Default Tax Rate​

  1. In Tax Rates, find your primary tax rate
  2. Mark it as the default for sales
  3. Select Save

This rate applies automatically to all line items unless you specify otherwise on the quote.

Learn more: Tax Settings

Step 2: Set Up Company Information and Branding​

Step 2: Set Up Company Information and Branding

Your company information appears on every quote. Configure it once for consistent branding across all documents.

Add Company Details​

  1. Go to Settings > Company Profile
  2. Complete your company information:
    • Legal business name
    • Business address
    • Phone number
    • Email address
    • Website
    • Business registration number
  3. Upload your company logo
  4. Select your time zone
  5. Select Save

Configure Quote Templates and Brands​

Templates control the appearance and content of your quotes.

  1. Go to Settings > Invoice & Quote Settings > Templates and Brands
  2. Select Add New Template or edit the default template
  3. Toggle the Quote on
  4. Customise the template using the tabs below

General Settings tab

In the Name & Header section, you can:

  • Set a template name (internal use only)
  • Upload your logo and adjust its size
  • Upload an email logo (square format, 100 KB max, displays at 70×70 px)

If you operate multiple brands under one entity, use Brand Overrides to set a separate company name, address, contact details, and logo. This lets you create distinct branded quotes without managing multiple accounts.

Design tab

  • Select brand colours and font styles
  • Preview changes in real time
  • Select a layout style: Classic, Modern, or Minimal
  • Choose which fields to display and adjust spacing

Learn more: Invoice Templates and Brands

Step 3: Configure Email Templates​

Step 3: Configure Email Templates

Fiskl sends email notifications when you issue and follow up on quotes.

Choose an Email Strategy​

Fiskl offers two approaches:

Option 1: Fiskl HTML email templates (recommended)

Pre-designed HTML emails that automatically match your quote language. These include dynamic placeholders and apply to all quote notification types.

Option 2: Custom email text

Write your own email content with full control over wording, tone, and messaging per scenario. Dynamic placeholders are still available.

Set Up Your Email Template​

  1. Go to Settings > Templates and Brands
  2. Select your template
  3. Select the Email tab
  4. Select your email strategy:
    • Fiskl templates — leave the toggle off
    • Custom text — toggle on

If using custom email text, configure each scenario separately:

  • New quote email

Email Placeholders​

Placeholders insert quote data into your email automatically.

PlaceholderDescription
{quote_number}Quote number
{quote_date}Quote date
{expiry_date}Quote expiry date
{client_name}Client name
{company_name}Your company name
{quote_total}Total amount
{quote_link}Link to view the quote online

Example custom email:

Subject: Quote {quote_number} from {company_name}

Dear {client_name},

Please find quote {quote_number} for {quote_total} attached.

This quote is valid until {expiry_date}.

View your quote online: {quote_link}

Best regards,
{company_name}

Step 4: Configure Language Settings​

Step 4: Configure Language Settings

If you quote clients in multiple languages, configure your language settings before creating quotes.

Set a Default Language​

  1. Go to Settings > Invoice and Quote Settings
  2. Under Language, select your primary language
  3. Select Save

All new quotes use this language by default. You can change the language for individual quotes when needed.

Fiskl supports over 60 languages across quote and invoice translations, email templates, and client-facing screens.

Customise Language Translations (Optional)​

To create a version for a regional dialect or specific terminology:

  1. In Language, select Add Custom Language
  2. Select the base language to customise
  3. Edit the translations: terminology, regional phrasing, or field labels
  4. Select Save

Your custom language appears in the language selector when creating quotes.

Learn more: Invoice and Quote Settings

Create a Quote​

Start a New Quote​

  1. In the left navigation, select Quotes
  2. Select New Quote

Add Client Details​

The quote pulls the following fields from the client profile automatically:

  • Client name and address
  • Client email (including CC and BCC addresses)
  • Tax/VAT registration number (if set on the client)
  • Default currency and time rate

If the client already exists:

  1. Select the client from the Client dropdown
  2. Their details populate automatically

If this is a new client:

  1. Select Add New Client
  2. Enter the client details: name, email address, billing address, and phone number (optional)
  3. Select Save
info

Fiskl saves the client automatically under Clients in the left navigation.

Select a Currency​

The quote currency defaults to your company's base currency, or to the client's default currency if one is set on their profile. To change the currency for this quote, select it from the currency dropdown in the Basic Details section.

tip

You can adjust exchange rates for line items in different currencies.

Select a Language​

Your default language is selected automatically. To use a different language for this quote, select it from the language dropdown.

The language you select affects the quote itself, standard email templates, and all client-facing screens.

Select a Template​

The default template applies automatically. If you use multiple templates or brands, select the appropriate one from the dropdown.

Set Quote Details​

Quote number

Quote numbers start at QUOTE-0001 and increment automatically. To use a different format, edit the number on any new quote — Fiskl uses that format for all subsequent quotes.

Two limitations apply:

  • Auto-increment only works if the number ends with a digit
  • Date-based formats (for example, 2025-01-0001) require manual updates at each period change

Quote dates

FieldPurposeDefault
Quote dateThe date the quote was issuedToday
Expiry dateThe date the quote offer expiresThirty days after quote date

To change the default expiry period, go to Settings > Invoice & Quote Settings.

Add Notes & Terms​

Add an overview/intro and Terms & Conditions for the quote. HTML tags like <b>, <i>, <u>, <p>, <br> are supported.

Default notes and terms can be configured in Settings > Invoice & Quote Settings.

Add Line Items​

Line items are the rows on your quote. Fiskl supports five types:

TypeDescription
ProductA physical or digital item. Products are reusable templates.
ServiceA service you provide. Services are reusable templates.
ExpenseA business expense you are billing to the client.
MileageTravel distance billed at a per-kilometre or per-mile rate.
TimeBillable hours tracked against the quote.

You can create line items directly on the quote, or set them up in advance under Products & Services in the left navigation.

Add a Product or Service​

  1. Select Plus in the line item section
  2. Select Add New > Product or Service
  3. Enter the line item details:
    • Item name and description
    • Quantity and unit price
    • Tax rate (defaults to your primary tax rate)
  4. The amount calculates automatically

To add more detail, select More details:

  • Change the default Income Account from the dropdown
  • Select a different currency to create a multi-currency item
  • Adjust the exchange rate and preview the converted total

Add an Expense​

  1. Select Plus in the line item section
  2. Select Add New > Expense
  3. Enter the expense details:
    • Select a vendor from the dropdown or create one by entering the vendor name and selecting + Create
    • Description and price
    • Tax rate (defaults to your primary tax rate)
  4. The amount calculates automatically

To add more detail, select More details:

  • Change the Expense Account or Expense Category from the dropdowns
  • Select a different currency
  • Add a receipt number if required

Add Time​

  1. Select Plus in the line item section
  2. Select Add New > Time
  3. Enter the time details:
    • Name and description
    • Quantity (total time)
    • Rate (defaults to your saved preference, or the client default rate if set)
    • Tax rate (defaults to your primary tax rate)
  4. The amount calculates automatically

To add more detail, select More details:

  • Change the Income Account from the dropdown
  • Select a different currency
  • Toggle Start – End time on to enter specific start and end times — the duration calculates automatically

Add Mileage​

  1. Select Plus in the line item section
  2. Select Add New > Mileage
  3. Enter the mileage details:
    • Name and description
    • Quantity (total distance in miles or kilometres)
    • Rate (defaults to your saved preference)
    • Tax rate (defaults to your primary tax rate)
  4. The total calculates automatically

To add more detail, select More details and choose a distance entry method:

  • Direct — total distance already entered (default)
  • Odometer — enter start and end readings; toggle on for a round trip
  • Maps — enter start and end addresses or use Current Location; drag the route line to adjust the path

Select from Your Products & Services Catalogue​

To add existing items instead of creating new ones:

  1. Select Plus in the line item section
  2. Select Select Existing
  3. Select items from your Products & Services catalogue or saved client items

You can filter the list by type and currency.

Apply Tax​

Apply tax at the line item level. Fiskl supports single taxes, multiple taxes, and compound taxes per item.

Toggle the excl option on a line item to switch between tax-exclusive and tax-inclusive pricing.

If your tax number is not showing on the quote, check both settings:

  1. Go to Settings > Tax Management > Tax Rates and confirm the Display tax number on invoices checkbox is selected
  2. Go to Settings > Templates & Brands and confirm the Hide tax number option is not selected

Your tax number appears automatically when at least one line item has tax applied.

Apply Discounts (Optional)​

Apply a discount at the quote level, not per line item.

  1. Select Edit next to Quote Terms
  2. Toggle the Discount option on
  3. Enter a fixed amount (for example, 100 for a £100 discount) or a percentage (for example, 15%)
  4. The total updates automatically

Convert a Quote to an Invoice​

When a client accepts your quote, convert it to an invoice directly. This carries over all line items, client details, and amounts without re-entering them.

  1. Open the accepted quote
  2. Select More then Convert to Invoice
  3. Review and adjust the invoice details as needed
  4. Select Save

The original quote remains in your quotes list with a status of Converted. The new invoice is saved as a draft under Invoices.

tip

Convert a quote to an invoice as soon as your client confirms acceptance to keep your records consistent and begin the billing process without delay.

Save and Send​

Select Save to save your quote as a draft.

To send the quote to your client, select Save & Send.

Common Issues​

My tax number is not showing on the quote

Two settings control tax number visibility — both must be configured correctly.

  1. Go to Settings > Tax Management > Tax Rates and confirm the Display tax number on invoices checkbox is selected
  2. Go to Settings > Templates & Brands and confirm the Hide tax number option is not selected

Your tax number only appears when at least one line item on the quote has tax applied.

The quote currency is wrong

The currency defaults to your company's base currency, or the client's default currency if one is set. To change it for an individual quote, select the currency from the dropdown in the Basic Details section.

To update the client's default currency, go to Clients, select the client, and update their currency setting.

The quote number is out of sequence

If you edited a quote number manually, Fiskl uses that number as the new base for auto-increment. Create a new quote and manually enter the correct number. All subsequent quotes will increment from that point.

Template changes affected quotes I already sent

Template changes apply to all quotes using that template. If you need to change styling without affecting existing quotes, create a new template in Settings > Templates & Brands and apply it only to new quotes going forward.

The Convert to Invoice option is not available

The Convert to Invoice option is available on quotes of any status. If you cannot see it, confirm that you have the correct role and permissions to create invoices. Contact your account owner if the option remains unavailable.