With Studio Manager's Templates feature, it is easy to create custom quote templates to streamline your workflow.
Templates can be applied to future documents, so they are a great way to get a head-start. In this article, we will go over the ways that you can create a quote template, and also how to customize it with items, payment methods, and due dates.
On this page:
- Creating a Quote Template
- Customizing a Quote Template
- Applying a Quote Template to a new Quote
Creating a Quote Template
There are two ways that you can create a quote template: from scratch within the Templates page, or from a draft quote.
Creating a Quote Template from the Templates page
To create a brand new quote template from scratch, go to Studio Manager Dashboard > Templates. Then, click New Template > Quote.
You will be taken to a blank draft quote template that you can begin editing right away!
Creating a Quote Template from a Draft Quote
If you are editing a client’s quote that you want to use as a template for future quotes, you can also create a template based off of it. Simply click Actions > Create template.
You will be taken to a new draft quote template based off of the specific quote, which you can edit further as needed!
Customizing a Quote Template
With a quote template, you can easily add template items, pre-written notes, and also enable specific options such as Auto Create Invoices, Document Expiry, and Document Reminders.
To customize the title of your quote template, simply click directly onto the title in the top left hand corner and edit it.
Template Item Types
There are three types of quote item types you can add to your quote: standard item, client selection item, and optional item.
The standard item type is used for required items, which your client cannot omit from the quote.
When you add a standard item to your quote template, you will be able to customize its name, description, quantity, and price.
For example, if you have a set price for the consultation or upcoming session, the standard item would be the best type to use.
Client Selection Item
The client selection item type is used to provide your client with multiple item options, of which they are required to select one.
When you add a client selection item to your quote template, you will have the option to customize the selection name, and then list out each individual options’ name, description, quantity, and price.
For example, if you offer two session packages and want your client to select one, this client selection item would be the perfect item type.
The optional item type is used to display optional items that your client has the ability to add or leave out of their quote.
For example, if you offer additional services like an extra photographer or a custom mobile gallery app, this optional item is a good fit.
Discount and Taxes
You can apply a specific discount via the Add discount option, as well as add any applicable tax requirements (i.e. sales tax, GST, VAT, etc.) via the Add tax option.
For more information on adding discounts and taxes to your quote template, see our article here.
If you want to leave a personalized note or simple instructions for your client, you can do so with the quote’s dedicated Notes section.
On the left-hand side of the editor, there are four settings that you can modify: Auto create invoice, Document Expiry, Document Reminders, and Currency.
Auto create invoice
With the auto create invoice option, you can set it so that when your client accepts the quote, a draft invoice is automatically created. This is a great way to streamline your workflow, and save time from manually building the invoice afterwards!
If you'd like to automatically cancel your quote if it is not accepted by a certain date, you can set up a Document Expiry date! To do this, toggle Document Expiry to On. Then, click the date and select a specific day from the calendar, or choose one of our timeline options (i.e. 7 days after, 14 days after, etc.).
To remind your client to accept their quote, you can send email reminders through the Document Reminder feature! Simply toggle Document Reminders to On, then select from 3 days after sending, 7 days after, 14 days after, 21 days after, and 30 days after.
Your quote’s currency will be set according to your Studio Manager’s default currency. If you’d like to change this for the specific quote template though, you can do so with the quote’s Currency setting.
Additional Design Options
To edit the overall design of the quote template, click Edit Design in the upper right hand corner. From within the Edit Design panel, you can select a specific Cover Image for this template.
To access additional design settings, such as assigning a default Cover Image, Color Theme, and Font Theme, go to your Studio Manager Dashboard > Settings > Branding.
You can also check out our "Customizing your Branding for Studio Manager" guide here!
Applying a Quote Template to a new Quote
Once you have created your quote template, you can easily apply it to new quotes!
If you are on the Quotes page, you can click New Quote in the top right hand corner. After you select a client for your quote, you will be asked if you’d like to start with a blank quote or one of your existing templates.
If you are are starting from your Templates page instead, you can click into your template and select Action > Use this template. You will be asked to select a client to create a new quote for, using your template.