Generating and sending quotes
Turn your scope into a branded quote the client can review and accept online. Covers the quote builder, PDF preview, sending, and what happens when the client opens it.
- • A project with a populated Estimate tab (Scope → Estimate)
- • Your workspace branding set up (logo, colours, company address)
Once your scope is built, the quote is almost free. BuiltUp pulls everything from the scope automatically — rooms, materials, labour, totals, tax — and wraps it in a clean, branded document the client can sign on their phone. This guide walks you through the quote tab and everything that happens when you hit send.
Open the Quotes tab
From inside any project, click Quotes in the left sidebar. If you haven't created a quote yet, there's one draft already waiting — BuiltUp auto-creates a linked quote when you first add something to your scope.
The Quotes tab shows:
- The current draft — what'll be sent next
- Version history — every previous version of the quote, with a snapshot of the scope at that point
- Status — Draft, Sent, Viewed, Accepted, Declined
- A live preview of the PDF on the right
Hampton kitchen renovation
Review the cover page and line items
Every quote has three parts:
- Cover page — your logo, the client's name, the project title, total at the bottom, and a signature block if you've enabled e-signing
- Line items — one row per scope component, grouped by room, with quantities and prices
- Terms & conditions — pulled from your policy templates (Settings → Policy Templates)
You can override any of this per quote without touching your workspace defaults. Click the Cover note field to add a paragraph of context for the client ("This quote covers the full kitchen refurbishment we discussed on Tuesday. Timings assume access by 28 April…").
Choose a tier (or send all three)
Above the quote you'll see the Tier picker. Options:
- Single tier — just the one you're viewing (fastest)
- All three — client sees Good / Better / Best side by side and picks
- Specific tier — override whichever you're viewing
If you want to steer the client towards the Better tier, send all three. If you want to keep it simple or hit a specific budget, send single. Both work — experiment.
Send the quote
Click Send in the top right. You'll get a dialog with:
- Recipient — pre-filled from the client's email, editable
- Subject — defaults to "Quote for [project title]"
- Message — your cover email; BuiltUp has a sensible default you can edit or save as a template
- Attach PDF — on by default
- Enable web link — on by default; the client can also view and sign in-browser without downloading
- Require password — optional; adds a password to the web link
Hit Send and BuiltUp sends it, logs the event on the project's activity feed, moves the project status to Proposal, and starts watching for when the client opens it.
Track views, follow-ups, and acceptance
Once sent, the quote status progresses automatically:
- Sent → Viewed when the client opens the email or the web link
- Viewed → Accepted or Declined when the client clicks a button
You get a notification on every status change. If a week passes with no response, BuiltUp can auto-send a polite follow-up (Settings → Policy Templates → Follow-ups).
When the client accepts, the project status jumps to In Progress and the Billing tab unlocks — ready for you to send the deposit invoice.
That's the whole sales loop in BuiltUp. Scope becomes a quote, quote becomes an acceptance, acceptance unlocks billing. The guide to invoicing is next — let's get paid.
Using the client portal
Give your client their own login-free web page to view quotes, approve selections, track progress, and message you. Here's how to enable it, what clients see, and how to control what stays private.
More in Sales & client
Using the client portal
Give your client their own login-free web page to view quotes, approve selections, track progress, and message you. Here's how to enable it, what clients see, and how to control what stays private.
Contracts and finish selections
Two smaller features that quietly save hours: digital contracts for your subcontractors and a structured way to collect finish picks from your client without the endless text-message back-and-forth.