How to Create Quotes with Taxes, Discounts & Expiration

A client asks for a quick price breakdown. You already had the consultation, you know what they need, and now they just want to see the numbers. If your process involves opening a spreadsheet, double-checking tax rates, and emailing a PDF that you hope does not get lost in their inbox, there is a faster way.

Ripluo's quoting tool - part of the Pro plan ($49.99/mo) - lets you pull services from your catalog, apply pre-built tax and discount templates, set expiration dates, and convert accepted quotes directly into invoices. Here is how it works.

When to Use Quotes vs. Proposals

Quotes and proposals both include pricing, but they serve different purposes:

• Quotes are for giving a client a specific price breakdown after the scope is agreed upon. They focus on accuracy - line items, taxes, discounts, and an expiration date. When a client accepts a quote, you can convert it directly into an invoice with one click.
• Proposals are for pitching your services to potential clients earlier in the sales process. They include branding, descriptive text, and cover pages designed to sell your value before the client has committed.

If the client already knows what they want and just needs the final price, send a quote. If you are still trying to win the business, send a proposal.

Step 1: Create a New Quote

From the CRM section of your sidebar, click Quotes and then "Create Quote." Select the client from your contacts or create a new one on the spot.

Give the quote a reference number or let Ripluo auto-generate one. Add the event name and date so the client has full context when they review it.

Step 2: Add Line Items from Your Catalog

Quotes are built for speed. If you have set up a service catalog, adding items to your quote is as simple as selecting them from a dropdown. Each service comes with its pre-set price, description, and item code - so the numbers are accurate every time without any retyping.

You can also add custom line items for one-off services that are not in your catalog. Each item includes quantity, unit price, and a description field. The focus here is on getting the pricing right, not on selling - that is what proposals are for.

Step 3: Apply Tax and Discount Templates

This is where quotes really shine. Instead of manually calculating tax rates or remembering your current discount offers, use templates. If you have created tax templates (e.g., "Florida Sales Tax - 7%") or discount templates (e.g., "Early Bird - 10% off"), you can apply them to the entire quote or to individual line items.

Ripluo calculates everything automatically - subtotal, tax amount, discount amount, and the final total. No spreadsheet formulas required. The client sees a clean, professional breakdown with every number accounted for.

Step 4: Set a Validity Period

Quotes should not live forever. Set an expiration date so the client knows they need to act within a specific window - 7 days, 14 days, 30 days, or whatever makes sense for your business.

When a quote expires, its status updates automatically. This helps you keep your pipeline clean and follow up with clients who have not responded before the deadline passes. It also protects you from honoring outdated pricing months later.

Step 5: Send and Track Status

Send the quote to your client via a shareable link. Ripluo tracks the quote through its lifecycle - Draft, Sent, Viewed, Accepted, Declined, or Expired. You always know where things stand without having to chase the client for a status update.

Step 6: Convert an Accepted Quote to an Invoice

This is the biggest advantage quotes have over proposals. When a client accepts your quote, you can convert it directly into an invoice - same line items, same taxes, same discounts, same client details. Add payment terms, set a due date, and send it. The whole process takes under a minute.

Because the invoice is generated from the accepted quote, the numbers match exactly what the client agreed to. No manual re-entry, no risk of discrepancies.

Get Started

Quotes are part of Ripluo's Pro plan at $49.99/mo, alongside proposals, contracts, invoicing, and the full CRM. Ready to send faster, more accurate quotes? Create your free Ripluo account and upgrade when you are ready.

Frequently Asked Questions

What happens when a quote expires?

The quote status automatically changes to "Expired." You can still reopen or duplicate an expired quote if the client comes back later - you just update the expiration date and resend.

Can I apply different tax rates to different line items?

Yes. You can apply tax templates at the quote level (affecting all items) or at the individual line item level. This is useful when some services are taxable and others are not.

What is the difference between a quote and a proposal?

A quote is a focused price breakdown with taxes, discounts, and an expiration date. It is designed for speed and accuracy when the client already knows what they want. A proposal is a branded sales document with your logo, colors, descriptive text, and cover pages - designed to pitch your services and win new business. The key practical difference: quotes can be converted directly into invoices, proposals cannot.

Do I need a service catalog to create quotes?

No. You can add custom line items manually on any quote. However, setting up a service catalog saves time if you offer the same services repeatedly. See the service catalog tutorial to get started.

Can I duplicate a quote for a similar client?

Yes. Duplicate any existing quote, swap out the client details, adjust the line items if needed, and send. This is a fast way to handle similar inquiries without rebuilding from scratch.