Navigation
14.10. Create, Send, and Convert MSP Sales Quotes to Contracts and Invoices
Build AlgaPSA sales quotes for MSP clients, route them through internal approval, send to clients, and convert accepted quotes directly into contracts and invoices.
Quoting lets your sales team build formal sales quotes for MSP clients, route them through internal approval, deliver them to the client, and convert accepted quotes directly into contracts and invoices. Quoting is enabled per tenant via the quoting-enabled feature flag.
When the flag is on, navigate to Billing > Quotes (/msp/billing?tab=quotes).
Before you start
Confirm the basics that every quote depends on:
- The client exists and has a billing contact and preferred currency.
- The services or products you plan to quote are defined in the Service Catalog (see 14.3. Service Catalog).
- Tenant defaults for quoting (numbering, default layout, approval rules) are configured under Settings > Billing > Quoting (see 14.2. Tenant Billing Settings).
Quotes Page Overview
The Quotes page has four sub-tabs:
| Sub-Tab | Shows |
|---|---|
| Active (n) | Quotes in draft, pending_approval, or approved |
| Sent (n) | Quotes that have been delivered to the client |
| Closed (n) | accepted, rejected, expired, converted, cancelled, superseded, or archived quotes |
| Approval Queue | Quotes awaiting internal approval before they can be sent |
The table shows Quote #, Client, Title, Total, Status, Date, and Actions. Clicking a row opens a preview panel on the right with a PDF rendering of the quote.
Creating a Quote
Click New Quote to open the quote form. Fields are organized into cards.
Essentials
- Title (required): The business-friendly name of the quote.
- Description / Scope (optional): Internal or client-facing scope summary.
- Client (required): The client this quote is for.
- Contact: The client contact who will receive the quote.
- Currency: Defaults to the client's preferred currency.
- Quote date: Defaults to today.
- Valid until: Defaults to today plus 30 days. The quote auto-expires on this date.
Line Items
Use the line items editor to build the quote's pricing:
- One-time items: Fixed amounts billed once on conversion to invoice.
- Recurring items: Recurring fees billed on conversion to contract.
- Discounts: Applied as negative line items.
- Optional / selectable items: Items the client can choose to include or exclude.
- Multi-location grouping: Use + Add location to group line items by site or location.
- From template: Use + From template to prefill the line items from a saved Quote Template.
The right sidebar shows a running total with Subtotal, Discounts, Tax, and Recurring per month.
Client-Facing Text
- Notes to client (optional): Appears on the quote PDF.
- Terms & conditions (optional): Legal or commercial terms included on the quote.
More Details (collapsible)
- PO number: Client's purchase order reference.
- PDF layout: Override the default quote layout for this specific quote.
Quote Approval Workflow
If your tenant requires internal approval before quotes are sent:
- Save the quote as a draft.
- Click Request Approval. The quote moves to
pending_approvaland appears in the Approval Queue sub-tab. - An approver reviews the quote and clicks Approve or Request Changes.
- Once approved, the quote can be sent to the client.
If approval is not required, quotes in draft can be sent directly.
Sending a Quote
From a draft or approved quote, click Send to Client.
- From the row actions menu, the simple send dialog asks for Additional recipients (comma-separated email addresses) and an optional Message, then emails the quote PDF to the client's billing recipients.
- From inside the quote detail view, the Recipients picker lets you pick specific internal users and client contacts who should receive the quote, plus add additional email addresses and a personal note.
Click Send. The quote status moves to sent.
From the Sent sub-tab, sent quotes can be Resent or a Reminder can be sent.
Quote Statuses
| Status | Meaning |
|---|---|
| draft | Quote is being prepared |
| pending_approval | Awaiting internal approval |
| approved | Approved internally, ready to send |
| sent | Delivered to the client |
| accepted | Client has accepted the quote |
| rejected | Client has declined the quote |
| expired | Quote passed its Valid Until date without a response |
| converted | Quote has been converted to a contract and/or invoice |
| cancelled | Quote was cancelled |
| superseded | Quote was replaced by a new revision |
| archived | Quote was archived from the Closed view |
Converting an Accepted Quote
When a quote is accepted, conversion buttons appear:
- Convert to Contract: Recurring line items become contract lines on a new draft contract.
- Convert to Invoice: One-time line items become charges on a new draft invoice.
- Convert to Both: When both recurring and one-time items are present, creates both.
A preview dialog shows exactly which items go to Contract Items, which go to Invoice Items, and which are Excluded (with reasons). The dialog also displays the Quote Total and the resulting Status After Conversion. Confirm to create the draft contract or invoice.
If a quote was partially converted earlier, the dialog notes which records already exist and limits the conversion to the remaining items. See 14.6. Creating Client Contracts and 14.12. Generating Invoices for what to do with the resulting drafts.
Revising a Quote
- From a
sentquote, click Revise to create a new version for editing. The original quote moves tosuperseded. - From
rejectedorexpiredquotes, click Create New Revision to start a fresh version.
Row Actions by Status
| Action | Available When |
|---|---|
| Open | Any status |
| Send to Client | draft or approved |
| Resend / Send Reminder | sent |
| Download PDF | Any status |
| Duplicate | Any status |
| Delete | draft only |
Quote Layouts
Navigate to Billing > Quote Layouts to manage the PDF templates used to render quotes. Quote Layouts are distinct from Invoice Layouts but use the same canvas-based designer.
- Standard layouts are built in and cannot be edited directly. Use Edit as Copy to clone and customize.
- Custom layouts can be edited directly.
- Set a layout as default with Set as Default. The default applies to all new quotes unless overridden per quote.
Quote Templates
Navigate to Billing > Quote Templates to manage reusable line-item bundles. These are business-level templates (prefilled pricing sets), not PDF layouts.
- Click New Template to create a template from scratch.
- Or use Save as Template from any quote's detail view to save its line items as a reusable template.
- Apply a template while creating a quote using + From template in the line items editor.
- From the Quote Templates page, click Create Quote from Template to start a new quote prefilled with that template's data.
Quote Numbering
Quote number format (prefix, starting number, sequence) is configured at Settings > Billing > Quoting (visible only when quoting is enabled). See 14.2. Tenant Billing Settings for the full settings tour.