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Send a quote

How to build a quote in Worklog, set how long it stays valid, share it with your customer, and turn an accepted quote into an invoice.

What a quote is for

A quote is the price you give a customer before you do the work. You build it in Worklog, share it with your customer (usually on WhatsApp), and once they say yes you can turn that same quote into an invoice without typing everything again.

Find a quote

The controls at the top of the Quotes list help you get to the right one once you have a few:

  • Search quotes — type any part of the customer's name or the quote number.
  • Status pills — tap pending, accepted, declined or converted to show just those (only the statuses you actually have appear).
  • A–Z / Number / Recent — sort by customer name, by quote number, or newest first. Tap the one that is already on to flip its order — its ↑/↓ arrow shows which way.

Before you start

  • It helps to have the customer saved under Customers, but you can also just type their name.
  • If you are VAT registered and you have entered your VAT number under Tax & SARS, your quotes will show VAT automatically. If you have not, no VAT is added.

Build a quote

  1. Open Quotes from the menu.
  2. Tap + New in the top right. The New quote screen opens.
  3. Fill in the Customer / Company name. Type the customer's name straight into the box. If you have saved contacts, you can tap the 👤 List button next to it, search, and pick one instead.
  4. Check the Issue date. It fills in with today's date, but you can tap it to change it.
  5. Check the Valid until date. Worklog fills this in for you (30 days ahead). Tap it to change it if you want the quote to stay open for longer or shorter.
  6. Under Line items, tap + Add line item to add a blank line (or pick one from Add from your items), then fill in the Description, the Qty (quantity) and the Unit price. The Line total works itself out as you type.
  7. Add a line for each thing you want on the quote. Tap the ✕ next to a line to remove it.
  8. If you want money up front, type the amount in Deposit to request. Leave it as 0 if you don't.
  9. Add any Terms & conditions - optional. They print at the foot of the quote, and if you set default quote terms in Business details they fill in here on their own.
  10. Check the totals in the blue box at the bottom, then tap Save quote.

Fill a line from your saved items

If you keep a price list under Items, you don't have to retype the things you quote often. At the top of the Line items section you'll see an Add from your items box (it only appears once you have saved items). Pick an item and Worklog drops in a new line with its name and sell price already filled in — you just set the Qty.

💡See Manage your price list (Items) to add the materials and services you sell most often, so they are ready to pick here.

Estimate the hours for the job

Under the line items there is an optional Estimated hours for this job field. Type the number of hours you think the job will take. It doesn't change the price — it is there so Worklog can later tell you whether the job is running over the time you quoted.

💡If you add lines from your saved items and those items carry hours, Worklog suggests a figure for you (it shows Auto: 30h from your items, for example). Accept it or type your own to override it.

Once the quote is saved, link your time entries to it and Worklog compares the hours you have logged against the hours you quoted. See Track actual hours vs your estimate.

How the totals and VAT work

The blue box adds up your line items into a Subtotal. If you are VAT registered, Worklog shows the VAT line with the percentage it is using, then a Total (incl. VAT). If you are not VAT registered, it just shows a Subtotal and Total with no VAT.

💡The VAT percentage comes straight from Worklog's SARS rates, so you never have to work it out or type it in yourself.

If you asked for a deposit, it shows as its own line in the box so both you and the customer can see it clearly.

Share the quote with your customer

Worklog does not email quotes. Instead you save it as a PDF or share it through your phone, usually straight to WhatsApp.

  1. On the Quotes list, tap the quote you want to share. Its details open up.
  2. Tap Download PDF to save the quote as a PDF you can print or send as an attachment.
  3. Or tap Share to send the quote through your phone's share sheet, for example to WhatsApp.
⚠️While you are still on the free trial, quotes carry a trial watermark. It falls away once you are on a paid plan.

Mark it accepted or declined

A new quote starts as Pending. When you hear back from the customer, open the quote and record what happened.

  1. Tap the quote on the Quotes list to open its details.
  2. Tap Mark Accepted if the customer said yes, or Declined if they said no.
💡The colour tag on each quote (Pending, Accepted, Converted or Declined) lets you see at a glance where each job stands.

Turn an accepted quote into an invoice

Once a quote is marked Accepted, you do not need to retype it to bill the customer.

  1. Open the accepted quote.
  2. Tap Convert to Invoice. Worklog takes you to Invoices with the customer, line items and totals already carried over from the quote.
  3. Check the details and save the invoice.

After that, the quote shows as Converted, so you know it has already been billed and won't accidentally invoice it twice.

Related guides
Create and send an invoice →Add customers and suppliers →Work out a price with the Cost Calculator →Send a customer statement →Track actual hours vs your estimate →Manage your price list (Items) →Sales Reports →
Still stuck? Open the in-app help assistant, or email us at hello@worklogsolutions.co.za.
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