Send a quote — Worklog Help

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.
Show ▾ — pick a status (pending, accepted, declined or converted), who made it (once two or more people have — everyone's, yours or one person's), and When (this month, last month or this tax year). Each choice shows how many quotes it would leave.
Under the list, 📄 PDF and 📊 CSV / Excel print the quotes as you have them — searched, narrowed and sorted: number, date, customer, valid until, status, the amount before VAT, the VAT and the total, with a total line.
Sort ▾ — newest first (the default) or oldest first, customer A → Z or Z → A, total highest or lowest first, or quote number.

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

Open Quotes from the menu.
Tap + New in the top right. The New quote screen opens.
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.
Check the Issue date. It fills in with today's date, but you can tap it to change it. A quote's date can be any day, because a quote is not a tax invoice.
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.
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. Each line also has an amber 🏷️ Set category tag — tap it and pick the SARS heading the line belongs under. Every real line needs one, or the quote won't save. Pick the customer from the 👤 List and, if they have a usual category, every line you add after that starts filled in for you.
Add a line for each thing you want on the quote. Tap the ✕ next to a line to remove it.
If you want money up front, type the amount in Deposit to request. Leave it as 0 if you don't.
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.
Check the totals in the blue box at the bottom, then tap Save quote. Not ready to finish it? Tap Save as draft instead (see Keep a quote as a draft, below).

💡To change a saved quote, open it from the Quotes list and tap ✏️ Edit quote. It keeps the same number. Once the quote has been converted to an invoice, the button falls away.

Keep a quote as a draft

A draft is a quote you have started and not finished. It has no quote number until you issue it, and nothing counts it.

Save as draft, under the main button, keeps what you have typed. A customer or one line is enough. Nothing is checked yet and no number is used.
Preview draft shows how the quote will look. It is on the screen only: it says DRAFT, has no number, and can't be shared or printed.
Issue quote is the main button when a draft is open. It checks the quote, gives it the next number and saves it, and takes the draft away, all in one go. If something is wrong you are told, no number is used and the draft stays.
Delete draft throws the draft away. Nothing is kept of it.
The Issued | Drafts switch, above the quote list, shows your issued quotes, or your drafts with who started each one and when. Tap a draft to finish it. Drafts also show in To finish.
A draft that is 7 days old is nudged in To finish and in the Drafts list. Drafts never expire.
If you may only look at quotes, tap a draft to see its lines. You can't change, issue or delete it.
When you issue a draft, the new quote opens.
A draft quote can't be made into an invoice. Issue it first.

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.

Send the quote to your customer

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

On the Quotes list, tap the quote you want to share. Its details open up.
Tap 📄 PDF to send the quote itself. On a phone, each button opens your phone's share menu with the file attached, so you can send it on WhatsApp or email, or save it to your files. On a computer it downloads.
Tap 📊 CSV / Excel for the quote as a spreadsheet, line by line.

⚠️While you are still on the free trial, quotes carry a trial watermark. It falls away once you are on a paid plan.

Follow up on a quote

Open a quote that's still waiting (not yet accepted or declined) and tap Send WhatsApp follow-up. The message names the quote, its total and how long the prices hold.
If the quote's valid-until date has passed, the message offers to confirm the prices instead of holding you to them.
It needs the customer's phone number on their contact.

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.

Tap the quote on the Quotes list to open its details.
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.

Open the accepted quote.
Tap Convert to Invoice. Worklog takes you to Invoices with the customer, line items and totals already carried over from the quote.
Check the details and save the invoice. It bills the full amount. If the quote asked for a deposit and the customer has paid it, log it in Banking → + Add and pick this invoice — the invoice then shows only what is still owed. If the money came in before the invoice, Worklog asks What was this money? because the VAT Act treats a payment made up front, a security deposit and a progress payment differently (see Money that came in before its invoice, in the VAT201 guide).

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

Still stuck? Open the in-app help assistant, or email us at hello@worklogsolutions.co.za.

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