Quotes

A quote is the customer-facing price document that starts the money flow: you draft it, the customer opens a link and accepts it with an electronic signature, and OtiumWork turns it into an invoice automatically. Lives at Quotes in the sidebar. Managers and admins can create and send them; the customer needs no account and no login.

Building one

New quote asks for a title, the customer's name, email and address, and the line items — description, quantity, unit price, with the line total calculated as you type. Everything else is optional but worth filling in:

• Client / Project / Entity — carried over to the invoice this becomes. Setting the project is what makes the money show up next to the hours on Profitability; setting the client is what lets that customer see the invoice if you run the customer portal.
• Tax rate % — applied to the subtotal to give the total. Leave it blank for no tax.
• Valid for (days) — 1 to 365. After that the quote expires and can no longer be accepted.
• Message — a short note shown to the customer on the acceptance page.
• Notes — internal only. The customer never sees this field.

Numbering is automatic and per-company: Q-2026-0001, Q-2026-0002, and so on, restarting each calendar year.

Sending it

Send is available while the quote is still a draft. It mints a single-use magic link, flips the status to sent, and emails the customer if you filled in their address. The link is also shown to you in the confirmation message — copy it if you'd rather send the quote through your own mail or a chat thread.

Once sent, the quote is locked to that link. If something's wrong, Cancel it and build a new one rather than editing under the customer's feet.

What the customer sees

A clean page with the line items, totals, your message, and two choices: accept or decline. No account, no password.

Accepting is an e-signature, not just a button. The customer types their full name, optionally draws a signature, and ticks the electronic-signature consent — the same UETA / ESIGN-aligned consent text used everywhere else in OtiumWork, recorded with the signature as evidence. Declining is one click and notifies you by email.

What happens on acceptance

Three things at once, with no action from you:

1. The quote as it stood at that moment is snapshotted and stored as a document, and the signature is bound to that file's SHA-256 hash — so what was signed can be proven later even if you change your templates.
2. An invoice is created automatically from the same line items, same totals, same customer, due in 30 days, status unpaid. It appears under Invoices for whoever handles your billing, and the quote links straight to it.
3. You get an email that it was accepted; the customer gets their confirmation.

The quote moves to accepted and stays that way — it's now a record, not a working document.

Statuses

Status	Meaning
draft	Yours to edit. Not visible to anyone outside.
sent	Magic link is live and the customer can act on it.
accepted	Signed. Invoice created and linked.
declined	Customer said no. You're emailed.
expired	Past the valid-until date; the link no longer accepts.
canceled	You pulled it before the customer acted.

Related

• Invoices — where the accepted quote lands, and how payment is recorded. Needs finance access.
• Sending documents for signature — the same signing machinery for anything that isn't a quote.
• Projects and clients — link the quote to a project so the work and the money stay connected.