Build, approve, and send a quote

This guide shows you how to build a quote, complete any required internal approval, send it, and check its status.

#Create or open a quote from the work order

Create the quote from its work order to link it to the correct job and customer.

1. Open Work orders and select the work order. 2. Find the Quote step in Lifecycle. 3. Select Add quote to create a quote. If a quote exists, select View quote details.

Inbox delivery also needs a connected inbox thread linked to the work order. You can still create the quote without one, but Send via Gmail remains unavailable until you link the thread.

#Build the quote

Complete the quote details.

1. Enter a Quote title. 2. Add customer-facing information in Customer notes. 3. Put office-only information in Internal notes. 4. Set Valid until (days) to a value from 1 to 365. 5. If the quote has a linked booking, use Booking status to update that booking.

Add the quoted work under Line items.

1. Select Add line item. 2. Enter the Line item name. You can also add an optional description. 3. Choose Labor, Material, or Fee under Type. 4. Enter a quantity of at least 1. 5. Enter a Unit price greater than 0.00. 6. Choose the applicable GST rate. The options are the configured default rate, normally 10% GST, No GST, and the row's existing rate when it differs.

ATOM calculates each row and shows Subtotal, GST, and Total. All line items must use the same currency. ATOM hides the totals if the currencies do not match and blocks saving when required line-item fields are invalid.

Select Create quote for a new quote or Save changes for an existing draft. Saving does not send the quote.

#Check approval rules before sending

The quote has two separate approval controls.

#Complete internal approval

Workspace rules under Settings → Quote approval rules can require a manager to approve the quote before it goes to the customer. The rules can use:

• Approval threshold. A quote at or above the stored threshold requires approval. Leave the field blank for no threshold. Set it to 0.00 to include every quote.
• Always require approval.
• Always require approval for after-hours work. After hours means outside Monday to Friday, 8am to 6pm, in the property's timezone.
• Always need approval for these job types selections.

The quote page shows the internal state in Internal approval:

• Awaiting internal approval blocks sending.
• Approved internally allows sending if the other send checks pass.
• Returned for changes blocks sending. If you make a material edit, ATOM clears the previous internal approval state and the button becomes Request internal approval. Without an edit, select Request approval again.

Select Request internal approval when the quote needs a manager review. A user with approval permission can select Approve quote or Return for changes.

Material edits include changes to the title, currency, notes, validity, customer approval or signature requirements, or line items. They invalidate an earlier internal approval decision. When policy requires approval, ATOM also blocks sending if no approval request or approval exists.

#Choose the customer's required action

Use these quote options when the customer must act after receiving the quote:

• Require customer approval before work can progress.
• Require customer signature before work can progress.

The approval preview explains whether the customer must approve, sign, or do both. The customer action does not replace internal approval. Sending creates the customer approval link when the current quote and workspace policy require one.

After sending, use the approval card to check whether the request is pending, approved, rejected, expired, or revoked. For a pending or expired request, you can select Resend link or Revoke link. An expired quote must have its validity extended before you resend the approval link.

#Choose Gmail or Xero to send the quote

Open a draft quote and choose the delivery provider.

#Send from the connected inbox

Select Send via Gmail to send from the connected inbox and link the outbound message to the work order.

If ATOM shows Gmail: Link a connected inbox thread to this work order before sending., return to the work order and link its inbox thread.

#Queue delivery through Xero

Select Send via Xero to queue a Xero email-delivery job. ATOM locks quote edits while that job is pending. A queued job is not proof that Xero delivered the email.

For either provider:

1. Choose an Approver when ATOM lists known work-order contacts, or choose Choose manually…. 2. Check Approver name. 3. Check Recipient email. 4. Select Send via Gmail or Send via Xero in the confirmation dialog.

ATOM blocks sending when the quote is not a draft, is expired, is offline, lacks a linked work order, awaits internal approval, was returned for changes, or already has a Xero send in progress. Gmail delivery has the additional linked-thread requirement.

#Verify the sent quote

Check the quote page before you treat delivery as complete.

For inbox delivery:

• Quote sent via inbox confirms that the ATOM send operation completed.
• The quote changes from Draft to Sent.
• Timeline shows Sent with the recorded date and time.

For Xero delivery:

• Quote queued in Xero confirms only that ATOM queued the job.
• Queued in Xero means the provider job is pending or processing.
• Timeline shows Xero send queued while delivery is unresolved.
• Xero send failed and (delivery failed) mean the provider job failed.
• When Xero accepts the send operation, Queued in Xero clears and Timeline shows Sent.

The quote can show Sent while a Xero job is still queued or after that job fails. Always check the Xero badge and Timeline. Do not use the quote status alone as proof of provider delivery or customer receipt.

#Handoff checklist

Before you leave the quote, confirm that:

• The quote belongs to the correct work order.
• The line items, GST, and total are correct.
• Any required internal approval is Approved internally.
• The selected approver and Recipient email are correct.
• The customer approval and signature options match the required next step.
• The delivery badge and Timeline show the actual provider state.