Creating and Editing Quotes
Creating a quote starts a new proposal for your client. EventWorks pre-fills many fields from the event, so you can focus on building the pricing.
Getting There
- Open an event and click the Quotes tab.
- Click Create Quote.
Creating a New Quote
When you create a quote, EventWorks automatically pre-fills:
- Guest count — From the event
- Venue — From the event's venue
- Date — From the event's primary date
- To address — From the client account's address
- From address — From your company settings
- Terms — From your default quote terms setting
- Template — From your team's default quote template
You can adjust any of these before saving.
Quote Fields
| Field | Description |
|---|---|
| Guests | Number of guests for pricing calculations |
| Venue | The venue for this quote (can differ from event venue) |
| Date | Which event date this quote relates to |
| From Address | Your company's address (shown on the quote document) |
| To Address | The client's address |
| Template | The document template controlling header, footer, and branding |
| Terms | Terms and conditions (rich text editor) |
| Summary | A summary or cover note (rich text editor) |
| Currency | The display currency for the quote |
Display Options
- Show cost notes — Include cost-level notes on the quote document
- Hide guests — Hide the guest count from the quote document
- Hide cost group totals — Hide subtotals for cost groups
- Show total — Show or hide the grand total on the document
Pricing Mode
Choose how the management fee is calculated:
- Percentage — A percentage fee applied to all costs (e.g., 15% management fee)
- Flat fee — A fixed currency amount added on top of costs
- Fixed price — A fixed total price regardless of individual costs
See Managing Costs for more detail on pricing modes.
Contingency & Service Charge
- Output contingency — A percentage added to the total price (with optional minimum amount)
- Input contingency — A percentage added to the total cost
- Service charge — A percentage service charge on top of everything
- Fee tax rate — The tax rate applied to the management fee
Creating from Existing Costs
When creating a quote, you can optionally tick Create from existing event costs. This copies all current event costs into the new quote, giving you a head start if costs have already been entered on the event.
Editing a Quote
- Open the quote from the Quotes tab.
- Click Edit.
- Make your changes to any fields.
- Click Save.
Note: Only Draft quotes can be edited. Once a quote is marked as Sent, it's locked. Duplicate it to create an editable copy.
Quote Templates
Quote templates control the visual appearance of exported PDF documents. Each template can include:
- Company logo and branding
- Custom header and footer content
- Default terms and addresses
- Full-width or standard logo layout
Templates are team-specific, so different teams can have their own branding. Your administrator manages templates in Settings.
Frequently Asked Questions
Q: Can I create a quote without any costs?Yes. You can create a blank quote and add costs later from the quote's cost editor.
Q: Can I change the pricing mode after creating a quote?Yes, as long as the quote is still in Draft status. Edit the quote and change the pricing mode.
Q: Where do I set default quote terms?Your administrator can set default terms in Settings. These are pre-filled when creating new quotes, but you can edit them per-quote.