Quotes

Quotes are how you give clients a clear breakdown of pricing before they commit. You build a quote from your product catalogue, send it, and once the client accepts, you convert it into an invoice with a single click — or, when the client pays for it in parts, bill its items on separate invoices. No retyping, no copy-paste mistakes.

Creating a quote

1. Click Create Quote from the Quotes page or the Dashboard quick actions.
2. Select a client — choose from your client list or add a new one.
3. Attach a gallery (optional) — link the quote to a specific gallery if it relates to an existing shoot.
4. Set the currency — choose the currency that matches your agreement with the client.

Adding line items

Quotes are built from three types of line items that map to your product catalogue:

For each line item:

1. Click Add Item, Add Package, or Add Add-on.
2. Select from your product catalogue, or type a custom description.
3. Adjust the quantity and unit price if needed.
4. The line total is calculated automatically.

Tip: If you have already set up your product catalogue, adding items to a quote takes seconds. The catalogue pulls in the name, description, and price — you just confirm and move on.

Tax and discounts

• Tax rate — set a percentage that applies to the subtotal.
• Discount — apply a flat amount or a percentage discount.

Both are optional. The quote total recalculates instantly as you make changes.

Validity and expiry

Set a validity date (also called an expiry date) to define how long the quote is good for. After this date, the quote expires automatically and the client can no longer accept it.

Common validity periods:

• 14 days — standard for most photography services.
• 30 days — for larger projects where the client needs time to decide.
• 7 days — for limited-availability dates (peak wedding season, holidays).

If a quote expires and the client comes back later, you can duplicate it and set a new expiry.

Sending a quote

1. Open the quote and review all the details.
2. Click Send Quote.
3. The client receives an email with a link to view the quote.

The quote status changes to "Sent". When the client opens the link, the status updates to "Viewed".

Public quote links

When you send a quote, the client receives a unique share link they can open without logging in. This is useful when the client has not yet created a portal account — they can review and respond to the quote directly from the link.

Quote statuses

Every quote moves through a lifecycle:

Client response

When a client views a quote, they see two buttons:

• Accept — they agree to the pricing and terms.
• Decline — they pass. They can optionally leave a comment explaining why.

You are notified immediately (via email and in your Dashboard activity feed) when a client accepts or declines.

You can still edit a quote after sending it. If the client has the older version open, they can't accept it: Seleckt loads your latest version and asks them to review it first. Once a client has accepted, the quote can no longer be edited — use Revise instead.

Handling a declined quote

If a client declines:

1. Open the quote to read their comments.
2. Decide whether to revise the pricing, adjust the scope, or move on.
3. If you want to send a revised offer, duplicate the quote, make changes, and send the new version.

Tip: A declined quote is not the end of the conversation. Many clients decline because of budget, not because they do not want to work with you. A follow-up with a simplified package or payment plan can turn a "no" into a "yes".

Converting a quote to an invoice

When a client accepts a quote, the quote page shows a Next steps strip with what to do next:

• Create booking opens the booking form already filled in from the quote — client, title, currency, total and your default deposit — and files the booking into the quote's Job. Once the job has a booking, the button becomes View booking.
• Convert to invoice asks for a due date (14 days from today by default) and, optionally, to invoice a deposit only — one line for a percentage of the accepted total, using your booking settings' deposit % unless you change it. The balance can be invoiced later. Otherwise the invoice is pre-filled with every line item, quantity, price, tax and discount from the quote. Once converted, the button becomes View invoice.
• Bill selected items… sits beside Convert to invoice when the client accepted two or more items. It puts only the items you pick on an invoice and leaves the rest for later — see Billing items separately. It is not shown while another invoice from the quote stops its items being billed separately.

If you turned on Auto-convert to invoice when accepted on the quote form (it is off unless you turn it on), Seleckt drafts the invoice for you the moment the client accepts, and your notification says so — review it and send it. When it is skipped, the notification says why and the quote's history reads Not converted to an invoice automatically; invoice it from the quote page as the notification says — convert it, or bill the rest of its items when some are already invoiced separately. If the conversion fails on an error instead, only the notification says so; convert it from the quote page.

A quote that has already become an invoice cannot be converted or billed a second time. If that invoice is still a draft, the strip says "Delete draft INV-… to bill the items separately" — delete it first if you would rather bill the items on their own invoices. A quote with no client shows a reminder to assign one first, because bookings and invoices belong to a client.

Billing items separately

Some clients pay for a quote in parts — the session now, the album once they have chosen it. Bill selected items… puts just the items you tick on their own invoice; the rest stay on the quote until you bill them.

1. On the accepted quote, click Bill selected items…. The dialog lists the accepted items under Items, a heading for each package and Add-ons, each with its amount. Items already on an invoice from this quote are ticked, locked and tagged On INV-….
2. Tick the items to bill. Below the list you see how many are selected and their subtotal, with the note "Tax and this invoice's share of the quote's discount are added on the invoice." The quote's tax rate applies, and its discount is shared between the invoices in proportion to what each one bills.
3. Choose a due date (14 days from today by default) and click Create invoice.

The invoice is created as a draft — the confirmation offers View INV-… — so review it and send it as usual. From then on:

• The last items. When the items you tick are everything that is left, the dialog says "These are the last items: the invoice comes to X, the rest of the accepted total." That invoice takes whatever is left of the discount, so together the invoices add up to exactly what the client accepted; when the tax does not divide evenly, it can carry a small Rounding adjustment line. If a revision lowered the price of work you had already invoiced (a lower tax rate, or a change order taken back), the last invoice gives the difference back as extra discount and says so: "Includes X credit for earlier invoices billed above the revised quote."
• Not the whole quote. Ticking every item on a quote with nothing invoiced yet is refused — "That is the whole quote — use Convert to invoice instead."
• Where it lands. The invoice is filed into the quote's Job. A booking in the job that has no invoice yet takes it as its primary invoice, and money already paid on the job's bookings is credited on it as far as it has room — whatever does not fit is credited on the next part you bill. Unlike a converted invoice, it is not linked to the quote's gallery: if paying it should unlock downloads, link it in the gallery's Downloads & Delivery settings under Linked invoices.
• Another invoice already bills the job. If the job holds an invoice no quote is attributed to — one made on the invoice page, or a booking package invoice — the dialog warns "INV-… already bills this job" and offers Bill anyway. Use it only if that invoice does not already cover these items.
• Progress on the quote. The Next steps strip then reads "Invoiced X of Y · 2 items left" — with "(1 draft not sent)" while a part is still a draft — and offers Bill remaining items, which opens the dialog with everything left already ticked. When every item is invoiced it reads Fully invoiced and links each invoice. If a revision changed the accepted total after the items were invoiced, it reads "All items invoiced · X of Y" instead, and the reconcile card below it explains the difference (see Reconciling the invoice).
• The rest of the quote is billed item by item. Once some items are on their own invoices, the strip no longer offers Convert to invoice (a convert from a page opened earlier is refused with "This quote is already partly invoiced (INV-…) — bill the remaining items instead"), a booking's Generate invoice no longer offers to bill the quote (see Bookings and jobs), and a quote with auto-convert turned on is not converted when the client accepts a revision — the notification says some of its items are already invoiced separately.
• Your invoice allowance. Each part is an invoice of its own, so on the Free plan each one counts towards your quotes & invoices allowance.

When items can't be billed, the dialog — and the strip, once the quote is partly invoiced — says why; before any item is invoiced, Bill selected items… is simply not shown while one of these applies. The usual reasons:

• a live deposit invoice from the quote, or an invoice that bills the whole quote — items can't be billed beside it;
• an invoice raised from the quote before item-by-item billing — which items it bills is unknown;
• a live change order from the quote with no itemised invoice beside it, for example once the invoice it added to was cancelled — "INV-…, a change order from this quote, is still live with no itemised invoice beside it — items can't be billed separately";
• a revision of the quote is open — bill its items once the client accepts it;
• an item is on two live invoices from the quote (a cancelled one revived by a late card payment can cause this) — cancel the other one, or delete it if it is a draft. An invoice that holds a client payment or was refunded can't be cancelled, so if both are like that, sort it out by hand; a refund does not clear it;
• the remaining items come to less than the accepted quote leaves, because a revision raised the tax or withdrew a discount on items already invoiced — issue the change-order invoice the reconcile card offers first, then bill the rest.

Revising an accepted quote (change orders)

Clients change their minds after accepting — an extra hour, a second shooter, a bigger album. You do not need a new quote:

1. On the accepted quote, click Revise quote and, optionally, say what changed. The version the client accepted is frozen as v1 and keeps standing: the job is still worth what they agreed, and their link keeps working.
2. You land in the editor on v2. Edit the lines, then Send as usual — the email says "Revised quote". The old validity date is cleared, so set a new one if you want one.
3. The client opens the same link and sees a Revised · v2 badge with a What changed panel — the added, removed and re-priced lines and the new total — and accepts or declines online. While you are still editing, their link shows the version they accepted with a note that a revision is on its way.
4. Declining a revision leaves v1 accepted. Restore accepted version abandons your draft and puts the quote back to exactly what was accepted. A change order you already invoiced for that acceptance still counts after a restore, so it is not offered again.

Items you have already billed on their own invoice (see Billing items separately) stay as they are in a revision. The Revise dialog tells you how many there are — "2 items are already invoiced separately — they stay as they are in the revision." — and the editor tags each one On INV-… ("Already invoiced — it can't be changed or removed"). Such an item can't be changed, removed or unselected — its description, price, quantity and package stay exactly as billed — but the tax rate and the discount stay editable. Your client sees those choices as fixed when they review the revision — their page never says why, because a draft invoice they can't see fixes a choice too.

The Versions card on the quote lists every version with its total, when it was accepted and your note; each has its own PDF.

Reconciling the invoice

Once the client accepts a revision, the quote page (and the job page) shows what was accepted against what has been invoiced from this quote, and offers only the actions that are safe for the invoice's state. On a quote you converted into an invoice:

• Draft invoice — Update draft invoice replaces its lines with the accepted version.
• Sent or paid invoice, larger total — Issue supplementary invoice creates a one-line change-order invoice for the difference between the old and new accepted totals, on the same job. It is offered once per accepted version: after you issue it, the card says the change order is already invoiced. Any other part of the accepted total that is not on an invoice from this quote — the rest after a deposit, items you billed on another invoice, or a discount — is shown separately; it is not part of the change order.
• Paid invoice, smaller total — refund the difference from the invoice; Seleckt never issues a negative invoice.
• Sent, unpaid invoice — Cancel and reissue cancels it and creates a new draft invoice from the accepted version on the same job. It is offered when that invoice is the only open one from the quote and not a deposit, so the new draft is exactly the accepted total. The new draft takes over the old invoice's galleries, reminder schedule, booking and due date (an overdue one gets a fresh 14 days); the old one keeps its number and history, its pay link shows it as cancelled, and its card-payment pages are closed. Review and send the new draft afterwards. You can also edit the sent invoice, or issue a supplementary for a larger total.
• The converted invoice was cancelled while other invoices from the quote are still open — the card shows how much of the accepted total is not on an open invoice. Convert to invoice (and Generate invoice on the booking) stay unavailable until those invoices are cancelled too, so nothing is billed twice.
• Booking — when the job has one booking whose agreed total differs, Update agreed total aligns it.

On a quote billed item by item, the invoices already raised keep their lines, so the card works from the items instead:

• Items still to bill — Bill remaining items (N) · X opens Bill selected items with everything left ticked, at exactly what that invoice will come to. On the job page the card links to the quote instead: Bill the remaining N items on QT-… · X. If the revision lowered the price of work already invoiced, the last invoice gives the difference back as extra discount, and the card says "Includes X credit for earlier invoices billed above the revised quote."
• Revision raised the tax, or withdrew a discount, on items already invoiced — those invoices can't be re-priced, so Issue supplementary invoice creates a change-order invoice for the gap. When items are still to bill, the card adds "Then bill the remaining N items (X)." — billing them is refused until the change order is issued. When every item is already invoiced, the change order is all there is to do.
• Invoices come to more than the accepted total — the card offers only what settles it. When a change order from an earlier revision is exactly what the revision took back, it names that change order: cancel it (or delete it, if it is a draft) when no client payment is on it, or refund what it holds in full — once refunded it no longer counts. Otherwise it names a part no client has paid, to cancel (or delete) and bill its items again — the new last invoice then takes the difference off. When every part holds a client payment, nothing in the app settles it — a refund does not lower an invoice's total, so a partial refund would leave the card asking again — and the card says so: "a refund does not lower an invoice's total, so no invoice from this quote can settle it here — settle the difference with your client by hand."
• Refunded invoices — a refund sends a part's money back, so a later revision neither charges nor credits it: a refunded part counts at what the accepted quote now prices its items, and a refunded change order counts only as far as it still covers the revision it was issued for. The card and the Next steps strip show that counted figure, so it can differ from the invoices' totals. A change order you refund is not offered again — if you refunded one by mistake, invoice that amount by hand.
• A conflict — an invoice that bills a deposit on, or the whole of, the quote beside the itemised invoices, one raised before item-by-item billing, or an item on two live invoices. The card names the invoice and says what to check or cancel, and offers no other invoice action until you sort it out. A refund does not clear a conflict: a refunded invoice still counts. An invoice that holds a client payment or was refunded can't be cancelled; when that leaves no way out, the card says to sort it out by hand.
• Booking — as above, Update agreed total aligns a booking whose agreed total differs.

Pipeline view

The Quotes page includes a pipeline view that shows your quotes grouped by status. This is a visual summary of your sales funnel:

• How many quotes are out (Sent).
• How many clients are reviewing (Viewed).
• How many you have won (Accepted) vs lost (Declined).
• How many expired before the client responded.

The pipeline helps you spot trends. If many quotes are expiring, your follow-up timing or pricing might need attention. If your accept rate is high, you are pricing well.

Multi-currency support

Like invoices, each quote operates in a single currency. Set the currency when you create the quote. When you convert an accepted quote to an invoice, the currency carries over automatically.

Bulk actions

On the Quotes list page, select multiple quotes and choose from:

Comments

Both you and your client can leave comments on a quote. This is useful for discussing pricing details, requesting changes, or asking questions before accepting or declining.

1. Open a quote (in Sent, Viewed, or Accepted status).
2. Scroll to the Comments section.
3. Type your message and click Send.

Your client is notified by email when you leave a comment, and you are notified when they reply.

Quote PDF

Seleckt generates a branded PDF for every quote. The PDF includes your business name, logo, all line items, tax, discounts, and terms.

• PDFs are generated on demand when you or your client view the quote.
• A cached copy is stored for fast subsequent access.
• If you update the quote, the cached PDF is regenerated automatically.

You can download the PDF from the quote detail page by clicking Download PDF.

What to do next

• Build your product catalogue for faster quoting: Products
• Learn how accepted quotes become invoices: Invoices
• Track payments once invoices are sent: Payments