Working with Quotes

Quotes in EventWorks are proposals you send to clients with pricing for their event. Each quote contains cost line items, a management fee, and configurable terms. Once a client accepts a quote, its costs are copied to the event automatically, transitioning the event into its contracted phase.

Getting There

Open an event and click the Quotes tab. This shows all quotes associated with the event.

Overview

An event can have multiple quotes — useful when you need to present different pricing options or revise a proposal. Each quote has its own set of cost line items, pricing mode, and status.

Quote Lifecycle

Every quote moves through these statuses:

Status	Description
Draft	The initial state. The quote is editable and can be freely modified.
Sent	Marked as sent to the client. This is an internal status change — you download the PDF and send it manually.
Accepted	The client has accepted. Costs are copied to the event and the event can be contracted.
Declined	The client has declined this quote.

Sending a Quote

Marking a quote as "Sent" is an internal tracking step:

Open the quote.
Click Send (or Mark as Sent).
Optionally tick Update estimated profit for this event to update the event's estimated price and profit from the quote totals.
Confirm.

The quote status changes to Sent, and a sent_at timestamp is recorded. To actually deliver the quote to the client, download it as a PDF or Excel file and send it via email or your preferred method.

Accepting a Quote

When a client agrees to a quote:

Open the quote.
Click Accept.
Configure what happens on acceptance:

- Replace all existing event costs — Removes any existing costs on the event before copying - Update guest count — Copies the quote's guest count to the event - Update event status — Optionally changes the event to a contracted status - Update event venue — Copies the quote's venue to the event

Click Accept.

Behind the scenes, EventWorks copies all the quote's costs, cost groups, and tabs to the event. This happens in the background, so you'll see a progress message.

Note: You can accept multiple quotes at once using the batch action. Each accepted quote can become a separate cost tab on the event.

Declining a Quote

Open the quote.
Click Decline.

The quote is marked as declined with a timestamp. This doesn't affect the event — it simply records that this particular proposal wasn't accepted.

Downloading Quotes

Quotes can be exported in several formats:

PDF — A formatted document using your quote template (header, footer, branding)
Excel (XLS) — Spreadsheet format
CSV — Comma-separated values

Click Download on a quote and select your preferred format. The PDF uses your configured quote template for professional branding.

Note: If your administrator has restricted downloads to sent quotes only, you won't be able to download a PDF while the quote is still in Draft status.

Duplicating a Quote

To create a new version or variation of a quote:

Open the quote.
Click Duplicate.

A new draft quote is created with all the same costs and settings. The new quote gets a fresh quote number and starts in Draft status.

Copying Quotes Between Events

You can copy a quote from one event to another:

Use the Copy action on the quote.
Select the destination event.
The quote is copied with its costs, and details like guest count and address are updated from the destination event.

Quote Information Panel

The sidebar on a quote shows key financial metrics:

Management Fee — The calculated fee based on your pricing mode
Total Cost — Sum of all cost line items
Total Price — The total price including fees
Price per Guest — Total price divided by guest count
Markup / Margin — Profit indicators
Commission — Any commission amounts
Profit — Calculated profit

Tips & Best Practices

Tip: Use quote duplication to create revised proposals. Duplicate the original, adjust the pricing, and you can compare both versions side by side.

Tip: Quote templates control the look of your PDF exports. Work with your administrator to set up templates with your company branding, terms, and layout preferences.

Frequently Asked Questions

Q: Can I edit a quote after it's been sent?

No. Once a quote is marked as Sent, it's locked for editing. To make changes, duplicate it and work on the new copy.

Q: What happens to the quote costs after acceptance?

The costs are copied to the event. The original costs remain on the quote as a record of what was proposed.

Q: Can I un-accept a quote?

You can decline an accepted quote, which changes its status. However, costs already copied to the event remain — you'd need to manage those separately.

Q: How are quote numbers generated?

Quote numbers are auto-generated from a configurable pattern set in your settings. They auto-increment with each new quote.