Features
Everything you need to quote, agree and invoice.
Quoterium covers the whole life of a quote: writing it from your templates and price list, letting the client choose and sign, chasing it at the right moment, and turning it into invoices in Xero. Every feature below is included in every plan.
14-day free trial · No card required · Every feature included
01 · Writing quotes
Start from what you already know.
Your services, prices and standard wording live in one library. Templates are assembled from it, so a new quote starts nearly finished and every price is the one you meant.
A library of items and text
Keep price items and text blocks with codes, units, cost prices, tax rates and sales categories, all in your base currency. Type an item’s name or code in a quote and matching library entries appear as you type.
- Import and export the library as CSV
- Archive items without losing history
- See who last changed each item, and when
Templates made of components
Build templates from library components. Change a component once and every template that uses it follows; quotes already written keep their own copy, so nothing you have sent changes behind your back.
- One default template for new quotes
- Save any quote as a new template
- Smart tags in library components, such as <site address>, filled in on each quote before it can be sent
Item types for real work
A quote is an ordered list of items you can rearrange with the mouse or the keyboard.
- Price items with quantity, unit, unit price, discount and tax
- Text items for introductions and scope, with a heading you can hide on the quote
- Subtotals that sum the items above them
- Percentage items, such as project management at 10% of the work above
Options and subscriptions
Let the client shape the quote: mark items as optional (pre-selected or not), group alternatives into multiple-choice sets with a default, or let them change a quantity. Recurring items repeat every so many weeks, months or years, for a set number of periods or open-ended, and are totalled separately from the one-off costs.
Discounts, tax and price display
Discount single items by a percentage, then the whole quote by a percentage, a fixed amount or both. Tax is applied per line from your named rates, with prices entered tax-exclusive, tax-inclusive or with no tax at all.
- Show clients prices, quantities and totals — or totals only, quantities only, or no pricing
- Show or hide item codes
- Call it a quote, a proposal or an estimate
Costs and margins, kept private
Record a cost price on any item and see its markup, margin and profit as you price it. Cost information is clearly marked and never reaches the client’s page, emails or PDF.
A proper editor for the words
Introductions, descriptions, terms and notes are written in a rich text editor with headings, lists, links, alignment and tables. Drop in images and resize them, or attach documents that appear as download cards.
- Pictures and files in any item’s description
- Payment terms, terms and notes as editable blocks
Draft a quote from a description
Describe the job in a few sentences — the client, the parts of the work, day rates or prices, what’s optional, how you want to be paid — and AI writes a draft quote from your own library: matching items take their wording and price, your standard introduction is used as it is, recurring charges become subscriptions and the payment schedule is filled in. You check every line before it goes anywhere.
- Priced from your library, not invented
- Notes on anything it had to assume
- A monthly allowance shared with imports — none with your own OpenRouter key
Import quotes from Word or PDF
Moving from another tool? Upload a quote as a Word document or a PDF, scans included, and AI turns it into a draft with the client, items, prices, tax and terms. Quoterium checks its own total against the document’s and lists anything to look at before you send it.
- Bold, italic and lists come across too
- Clients and contacts matched or created
- Progress shown while it reads
- A number of AI imports and drafts each month on every plan
A file library
Upload brochures, product sheets and photos once and attach them to any quote. Replace a file and every draft and live quote shows the new version, while accepted quotes keep the one the client signed.
- Images, PDFs and Office documents, with titles and descriptions
- See which quotes and templates use each file
- Or attach a file to one quote only
- File storage included with every plan
Numbering and validity
Quotes are numbered in sequence with your own prefix, dated when first sent and valid for the number of days you choose — each quote can override the defaults.
- New quotes start with a text block, a price item or nothing — your choice
02 · The client’s quote page
Clients choose, totals follow.
Every recipient gets a private link to a clean, readable page in your branding. No account, no download, no plug-in.
Live totals
As the client ticks options, picks between alternatives or changes a quantity, the totals, tax and payment milestones are recalculated on the spot. Their choices are saved when they accept.
One conversation per quote
Clients can ask a question on the page or simply reply to your email: it all lands in one thread on the quote. You are emailed straight away and can answer on the quote or by replying to the notification email, and the question waits on your dashboard until someone does.
Files they can open
Brochures, plans and photos attached to the quote appear as previews. Clients open images and PDFs right on the page, and download any file with one click.
A PDF that matches
Clients can download the quote as a PDF, in A4 or US Letter as you set it, reflecting the options they chose. You can turn PDF downloads off if you prefer.
Accept or decline
Accepting takes a name and, as you configure it, a tick against your acceptance statement, a signature, an order or PO number and comments. Declining asks for a reason, so you learn why.
- A confirmation email to the client and to you
- Optional copies of every acceptance to the addresses you list
One main contact, and others
A quote is addressed to one main contact. Send it to more people at the client and they are listed under “Also sent to”; each gets their own link, and you can see who opened it and when.
You decide what stays visible
Choose whether expired or declined quotes can still be viewed. A quote taken offline for editing shows a short notice instead of an out-of-date version.
03 · E-signature
Signatures built in, with the evidence.
No third-party signing service and no extra subscription. Acceptance, signature and proof all happen in the quote itself.
Drawn or typed
The signer draws their signature with a mouse, finger or stylus, or types their name instead. You choose whether a signature is required, optional or not asked for.
Email verification
Ask signers to confirm their email address before accepting. They receive a six-digit code that expires after 15 minutes, with a limited number of attempts.
A fingerprint of the agreement
At acceptance Quoterium records the time (UTC), the IP address, the device and browser, and the signer’s email. It issues a certificate id and a SHA-256 hash of exactly what was agreed: the number, title, text, items, totals and milestones.
Certificate and audit trail
The PDF of an accepted quote ends with a signature certificate and an audit trail — when it was sent, viewed, verified, accepted and countersigned.
Countersignature
Countersign an accepted quote in one click with the signature saved in your profile. The client is emailed to let them know.
Accepted another way
When a client agrees by phone or on paper, record the acceptance on their behalf; the certificate says so. A mistaken acceptance can be undone. When they say no by phone, mark the quote as declined for them, with their reason.
Whether an electronic signature meets the requirements for a particular contract depends on where you and your client are. Quoterium records the evidence; if in doubt, ask your lawyer.
04 · Sending and follow-ups
Know where every quote stands.
Send in your name, see when quotes are read, and chase the ones that need it — with suggestions, never automatic emails.
Sent in your name
Quotes, follow-ups, answers and confirmations go out in your organisation’s name from Quoterium’s address, with replies going to the quote’s author — nothing to set up on your domain. To send from your own address instead, connect your own mail server and send a test email to check the settings.
- An email that bounces is noted in the quote’s history and the owner is told
Compose with the quote in view
Before sending you see the whole quote exactly as the client will, next to the email. Choose recipients, add CCs, keep a copy for yourself and edit the message, which starts from your template with placeholders filled in and your signature added.
Send now or later
Send straight away or schedule it for today at 1pm, tomorrow at 8am, Monday at 8am or any date and time you choose. Already sent it another way? Mark it as sent.
View tracking
Each quote shows whether it is unopened, when it was last viewed, or that it is being viewed right now. Your team’s own views are not counted.
- An email the first time a customer opens a quote
- Another when they come back to it after a quiet spell
- Each person can switch them off
Follow-up suggestions
Quotes worth a follow-up are listed on the dashboard: unopened 12 hours after sending, unanswered after the number of days you set and again at 14 days, or opened again after a quiet spell. You send the follow-up with wording you can edit, or dismiss it.
Statuses and progress
Quotes move through draft, sent, accepted, declined, expired and withdrawn, and expire automatically at the end of their validity date. Mark each one active, on hold, complete or dismissed to keep the list honest.
Edits, revisions and versions
Take a sent quote offline for a quick correction, or start a new revision that shows as “rev. 2” on the quote and PDF. Earlier versions are saved automatically; compare any two side by side and restore one if needed.
Lists that keep up
Search and filter quotes by status and client, show your own quotes or everyone’s, or only the ones being read right now. Act on several at once, archive old ones, copy a quote into a new one, and export the list as CSV. Every quote keeps an activity log your client never sees.
- A Deleted filter that shows deleted quotes, with Restore
05 · Multi-currency
One price list. Every client’s currency.
Price everything once, in your own currency. Quote in another and every price converts at the day’s rate — and the rate stays with the quote.
A base currency for everything
Your library, templates and statistics are kept in your organisation’s base currency. Every quote item stores its price in both the base currency and the quote currency, so nothing is ever re-typed.
Daily reference rates
Rates come from the European Central Bank’s daily reference rates and are cross-rated against your base currency; for a currency the bank does not publish, you set a fixed rate. Choose which currencies your team can quote in.
Your margin, or a fixed rate
Add a percentage margin on top of the reference rate for a currency, or fix the rate yourself when you have agreed one with a client or your bank.
Rounding that looks deliberate
Converted prices are rounded to the step you choose — 0.01, 1, 5, 10 or more — so a quote in euros reads like it was priced in euros.
The rate is part of the quote
Each quote stores its rate, the rate’s date and where it came from. Re-price at today’s rate in one click, enter a rate by hand, or set the rate from one item so its price comes out as a round figure.
Totals that add up
The dashboard adds up each quote’s stored base-currency total, so figures in different currencies are never simply lumped together, and shows them in the currency you choose.
06 · Payment terms
Payment terms that add up.
Say how and when you will be paid, in words and in numbers, on the quote itself.
Milestones as percentages
Split the one-off total into milestones, each a percentage of it. Recurring items are left out. Amounts are calculated for you and the last milestone absorbs any rounding, so the schedule always equals the total.
Due when it makes sense
Each milestone is due on acceptance, a number of days after acceptance, on completion, on a set date, or on terms you describe in your own words.
Live with the client’s choices
When the client adds or removes options, the milestone amounts follow. The schedule appears on the client’s page and in the PDF, under a payment terms block you write yourself.
Defaults and templates
Set default payment terms and milestones for quotes started from scratch; each template can carry its own. In Xero, raise one invoice per milestone with its due date already worked out.
07 · Xero invoicing
From accepted quote to invoice.
Connect your Xero organisation once and raise the invoices for an accepted quote without re-typing a line.
A secure connection
An admin connects by signing in to Xero and choosing the organisation. Quoterium never sees your Xero password, and the access it is given is stored encrypted. Disconnect at any time.
Clients linked to Xero contacts
Link a client or contact to an existing Xero contact, or create one in Xero from the details you already have. When adding a recipient to a quote, Xero contacts appear alongside your own.
The invoices you need
Raise invoices only from accepted quotes, in the quote’s currency, as drafts, awaiting approval or approved.
- One invoice for the one-off total, itemised or as a single line
- One invoice per payment milestone
- Subscription items invoiced together or one by one
Tax and accounts mapped
Each tax rate is matched to a Xero tax rate by percentage, with overrides where Xero has several. Account codes come from the item’s sales category or your default sales account, and you can choose a Xero branding theme.
Linked both ways
Each invoice carries a link back to the quote and a note in its history. The quote lists its invoices with their Xero status and a direct link, refreshed from Xero on request.
A summary line, written for you
The first line of a one-off invoice can describe the job in a sentence. Write it yourself, or have AI draft it from the quote’s title, client, introduction and item names — your prices are not sent. Bring your own OpenRouter key and model if you prefer, and edit the instructions the AI follows.
08 · Clients and contacts
Companies first, people within.
Your client is usually a company, so quotes, lists and PDFs lead with the company name. The people you deal with sit under it.
Clients and their people
Each client holds its contacts, addresses and tax number. Quote a person directly when there is no company and their name leads instead.
History at a glance
A client’s page shows every quote and its numbers: quotes sent, accepted, awaiting and declined, total and average value, and acceptance rate.
Private notes
Keep notes on a client or contact for your team only. They are copied into each new quote for that client and never shown to them.
Tidy as you go
Archive clients you no longer work with, merge duplicates into one, and delete records safely — Quoterium will not remove anyone still named on a quote.
09 · Team and organisations
The right access for each person.
Invite your colleagues, give each one the role they need and keep every quote with a named owner.
Owner, admins and members
Members write and send quotes and look after clients, contacts and the library. Admins also raise invoices and manage settings, the team and integrations, and can write to support from inside the app. The owner looks after the subscription.
Invitations by email
Invite several people at once by email, with the role they will have. Invitations expire after a week, and pending ones can be withdrawn at any time.
Every quote has an owner
Quotes belong to the person responsible for them and can be reassigned. When someone leaves, hand their quotes to a colleague. Switch the dashboard between your own quotes and everyone’s.
Several organisations, one login
Run more than one company? Create further organisations under the same login and switch between them from the account menu. Each keeps its own clients, settings and subscription.
Personal details on every quote
Each person’s name, job title and phone appear as the author of their quotes, with their own email signature and a saved signature for countersigning.
10 · Branding
Your name on everything.
Clients see your business, not ours — on the page, in the PDF and in their inbox.
Logo, colour and typeface
Upload your logo, set your brand colour and choose any Google font for your quotes. Logo and colour appear on the client’s page, in the PDF and in every email, and the colour marks buttons and links for your team in the app too.
Company details
Your address, website, phone and VAT or tax number appear where clients expect them, with your own date format and time zone.
Emails in your words
Set the default subject and message for new quotes, a footer for every email, a reply-to address and colleagues to copy on every quote you send, using placeholders for the client’s name, the total, the link and more.
Acceptance your way
Write your own acceptance statement and decide whether clients must tick it, sign, verify their email, give an order number or add comments.
11 · Dashboard and reporting
What needs doing, and how it is going.
The dashboard puts today’s work first and the numbers right beside it.
Needs your attention
The quotes that need you, grouped in the order to deal with them, each with its next step: questions to answer, drafts to finish, quotes worth a follow-up — including ones opened again after a quiet spell — and accepted quotes to countersign and invoice.
Your key figures
Quotes sent, accepted, awaiting a reply and not accepted, with their values, your acceptance rate and the average quote value, over the last 30 or 90 days, 6 or 12 months.
- A “Sent and won” chart, week by week or month by month, by value or by count
- Your own quotes or the whole team’s
In the currency you choose
Every quote counts at its stored base-currency value. View the figures in your base currency or any other you quote in: in another currency they are that total converted at today’s rate, with a line saying how much came from each quote currency.
Search from anywhere
The search box in the header finds quotes, clients and contacts as you type, on every page.
Take the data with you
Export your quotes and your library as CSV whenever you need them in a spreadsheet.
An API for your own systems
Keep clients and contacts in step with your CRM, import quotes prepared elsewhere as drafts, and export quotes with their PDFs. One token per organisation, generated by an admin, with a full reference to try requests against.
- Clients, contacts and quotes, in and out
- An OpenAPI description for code generators
- Nothing can be deleted through it
Storage at a glance
See how much of your plan’s file storage is used, split between library files, attachments, and images and files in quote text, with a warning as it fills up.
12 · Accessibility and security
Open to everyone. Closed to everyone else.
Built so that anyone can use it, and so that your data is only ever seen by your organisation.
Built to WCAG 2.2 AA
The app and the client’s page are designed to meet WCAG 2.2 level AA.
- Every control reachable and usable from the keyboard
- Labels and live announcements for screen readers
- Text contrast that meets AA throughout
- A typed alternative to drawing a signature, and buttons wherever there is drag and drop
Your data stays yours
Every record belongs to one organisation, and every request is checked against the organisation it comes from, so one customer’s data is never visible to another.
- Passwords stored only as secure hashes
- Integration credentials and mail server passwords stored encrypted
- Uploaded files kept in a separate area for each organisation
Payments handled by Stripe
Subscriptions are paid through Stripe’s own checkout and billing pages. Your card details go straight to Stripe and are never stored by Quoterium.
Try every feature, free for 14 days.
No card required. Your quotes, clients and settings are kept when you choose a plan.