AXITRAQ Quotes and Estimations — User Manual¶

Platform: AXITRAQ (axitraq.app) Module: Quotes and Estimations Last Updated: July 2026

Table of Contents¶

Overview
Access and Permissions
Finding the Quotes Area
Creating a Quote
Quote Header Details
Stages
Line Items — Labour, Assets and Materials
Per-Line Notes
Stage-Level Notes
Live Summary
Refresh Prices
Templates
Duplicate a Quote
Start From a Past Job
Schedule and Clash Check
Preview PDF
Detailed Summary Tab
Finalise and Re-issue
Download the Quote PDF
Convert Quote to Job
Quote Settings
Tips and Best Practices

1. Overview¶

The Quotes and Estimations module lets you build professional, staged quotes for clients — labour, machines/assets and parts/materials — with live pricing pulled from your existing catalogues, a scheduling clash check, a branded PDF that uses your own letterhead, and a one-click Convert to Job when the quote is accepted.

Quotes are snapshot-priced: the rate that applies to each line at the moment you add it is stored on the quote, so an issued quote never changes its numbers if your catalogue is updated later. When you want the latest rates you can pull them in explicitly with Refresh Prices.

Every quote lives entirely inside your own company — quotes are never visible to other tenants, and importing from a past job takes a snapshot copy only (the original job is never modified).

2. Access and Permissions¶

Access to Quotes is controlled by the Quotes permission section under Manage → People → Access Roles:

Capability	What it allows
View	Open the Quotes list, view any quote, download an existing PDF
Edit	Create, edit, duplicate, finalise / re-issue, and convert quotes
Delete	Permanently remove a quote

Account owners and platform administrators see Quotes automatically. Everyone else needs the capability granted.

3. Finding the Quotes Area¶

Quotes appears as a top-level nav item once you have the permission. Its three pages are:

Quotes — the quote register (active quotes, drafts, finalised, converted, expired).
Templates — quotes marked as re-usable templates.
Quote Settings — numbering, default terms, letterhead branding, categories and quote types (admin).

4. Creating a Quote¶

From the Quotes page:

Click + New Quote, or use one of the fast-start options:
From Template — pick a template and turn it into a fresh draft.
From Past Job — snapshot a completed job's people, assets and materials as a starting point (see section 14).
Fill in the quote header (client, category, description, validity, schedule, etc.).
Add stages (see section 6).
Inside each stage, add labour, asset/machine and parts/material lines (see section 7).
Review the live summary on the right (see section 10).
When you're happy, Preview PDF to check formatting, then Finalise to issue the quote (see section 18).

5. Quote Header Details¶

The Details tab captures everything about the quote that isn't a line item:

Field	Description
Client	Type to search clients by name (or trading name / ABN). Use + New Client to quick-create without leaving the quote.
Category	Groups quotes for reporting (e.g. Civil, Plumbing, Maintenance). Managed in Quote Settings.
Type	Free-form quote type (e.g. Fixed Price, Schedule of Rates, Time and Materials).
Description	Short summary displayed at the top of the printed quote.
Valid Until	Expiry date shown on the printed quote.
Schedule Window	Proposed start and finish dates, used by the clash check.
Tax	Tax rate applied to the quote total (defaults from company settings).
Discount	Optional whole-of-quote discount (percentage or fixed).

6. Stages¶

Every quote is broken into one or more stages — logical sections that you can rearrange, price, and comment on independently. Typical uses:

Mobilisation / Site prep / Main works / Demobilisation
Concrete / Formwork / Reinforcement
Kitchen / Bathroom / Laundry

Each stage has:

A name.
Optional stage note (see section 9).
Three line groups: Labour, Assets / Machines, Parts / Materials.
A running stage subtotal.
Optional stage-level discount applied only to that stage's totals.

7. Line Items — Labour, Assets and Materials¶

Each stage supports three line types. All three use type-to-search pickers — start typing and matches appear instantly, so pickers stay fast even with very large catalogues. Keyboard up/down/enter is supported, and every picker has a — free text — option so you can add off-catalogue items without polluting your master lists.

Labour lines¶

Pick an employee (or free-text position), enter hours, and the rate resolves automatically from your existing labour rate cascade:

Client-specific override (if configured for this client)
System labour type
Employee rate card

You can override the rate on any line.

Asset / Machine lines¶

Pick an asset (or free-text machine name), choose the charge period (hourly / daily / weekly) and enter quantity. The rate resolves from:

Client-specific asset rate override
The asset's own charge rate for the selected period

Parts / Materials lines¶

Pick a part (or free-text material). The sell price is set from the usual pricing chain (client-specific pricing → catalogue sell price → cost + markup). If a client- or category-specific markup applies it is included automatically.

A read-only Buy column shows the current buy cost so you can quickly sanity-check margin without leaving the quote. Hovering the Buy figure opens a small tooltip showing:

The base cost
The latest group cost (if the part is in a supplier group)
Any linked-supplier cost variations (supplier name and their part number)

8. Per-Line Notes¶

Every labour / asset / material line has a pencil icon that expands a Note / description field. Each note has a Show on quote/PDF tick:

On — the note is printed under the line item on the branded PDF, so your client sees the detail (inclusions, exclusions, assumptions).
Off — the note is a private working comment for your team.

Notes are preserved when a quote is duplicated or used as a template.

9. Stage-Level Notes¶

Each stage has its own description / scope note, again with a Show on quote/PDF toggle. Use stage notes to describe the whole section (scope, assumptions, what's included/excluded) and per-line notes for detail on individual items.

10. Live Summary¶

The right-hand summary panel updates as you edit:

Per-stage totals for labour, assets and materials
Stage subtotal with any stage-level discount applied
Overall subtotal across all stages
Whole-of-quote discount (if set)
Tax and grand total

The Detailed Summary tab (section 17) gives a much richer version of the same data laid out for review before finalising.

11. Refresh Prices¶

If your catalogue moves (parts price updated, new labour rate, seasonal asset rates), open an existing draft and click Refresh Prices. Every catalogue-linked line re-resolves against the current rates. Free-text lines and any line you've manually edited stay untouched.

Snapshots are the default. Refresh Prices is opt-in. It only ever touches an editable draft — a finalised quote's numbers never change unless you explicitly re-issue it.

12. Templates¶

Any quote can be marked as a Template. Templates:

Appear on the Templates tab of the Quotes page.
Are never issued or numbered themselves.
Can be turned into a fresh, non-template draft via New → From template (or the From Template button on the register).

Templates are a great way to standardise quotes you write regularly (recurring inspection package, standard trench-and-lay, standard SWMS site pack). All stages, line items and notes come across.

13. Duplicate a Quote¶

Every row in the Quotes register has a Duplicate button. Duplicating:

Copies the header, all stages, and every line (with its snapshot price preserved verbatim).
Copies all per-line and per-stage notes.
Resets the new quote to a draft: no quote number, no revision, no PDF, no linked converted job.

Use it whenever you want a fresh quote based on an existing one without mutating the original.

14. Start From a Past Job¶

From Past Job lets you build a quote by snapshotting a historical job's real numbers. Pick a job and the platform pre-fills a new draft with:

Employees who worked the job, with their total submitted/approved hours.
Assets used on the job, each priced for the charge-rate period used at the time.
Materials used on the job, at the client's current material pricing.

The new quote is completely isolated — it records the source job for your reference only. Editing or issuing the quote does not change the original job in any way.

This is ideal for producing a variation or a "same again next year" quote.

15. Schedule and Clash Check¶

On the Schedule tab, set the quote's proposed start and finish dates, then click Run clash check. The check compares the quote's proposed employees and assets against your active and pending jobs whose dates overlap the quote window. Results list:

The resource (employee or asset) that clashes
The conflicting job (linked so you can open it)
The other job's dates and status

The clash check is advisory only. It never blocks you from issuing or converting a quote — it's there so you can spot capacity problems early and either reschedule or replace a resource. If no schedule window is set, the check gives you a friendly prompt to set the dates first.

16. Preview PDF¶

The Preview PDF tab renders the quote live in your browser using your uploaded letterhead:

Draft / Template previews carry a faint diagonal PREVIEW watermark and no quote number. This makes it obvious the document isn't the issued version.
Finalised quotes preview exactly as they were issued.
If your company has no letterhead uploaded, the preview uses a clean built-in header so you can still show the client what they'll receive while branding is being finalised.

Use Refresh to re-render after edits, or Open in new tab to view full-size.

17. Detailed Summary Tab¶

The Detailed Summary tab is the review view before finalising. It shows:

Quote header (client, category, type, validity, schedule).
Per-stage breakdown listing every line item — labour, asset and material — with quantity, unit, amount, visible notes and stage subtotal.
Whole-of-quote totals (subtotal, discount, tax, grand total).

Read it top-to-bottom before issuing to catch missing items and formatting slips.

18. Finalise and Re-issue¶

When the draft is ready:

Click Finalise.
AXITRAQ assigns the next quote number (using the prefix and sequence configured in Quote Settings — e.g. QUO-0001).
The branded PDF is generated and stored against the quote.
The quote's status moves from Draft to Issued.

Finalised quotes remain fully editable. If a client asks for a change:

Edit the quote.
Click Re-issue.
The revision number increments (e.g. Rev A → Rev B), the PDF is regenerated, and the new revision replaces the previous one on the record.

The client's copy of a previous revision is unaffected — only newly downloaded copies use the new revision.

19. Download the Quote PDF¶

Once a quote has been finalised, Download PDF appears on the editor. The PDF is served securely and is only downloadable by users in your company who have the Quotes permission — it is never public and cannot be accessed by another tenant.

20. Convert Quote to Job¶

When a client accepts the quote:

Open the quote and click Convert to Job.
AXITRAQ creates a new job in Pending status with:
A job description built from a per-stage cost breakdown of the quote.
A note recording the quote number, revision and total.
The distinct employees from the quote linked as job employees.
The distinct assets from the quote linked as job assets.
Every part-backed material line converted to an estimated job material (aggregated per part).
The quote's status moves to Converted — but the quote itself stays editable and can still be duplicated.

Free-text material lines (items that aren't linked to a catalogue part) are noted in the job description but not added as estimated materials — because there's no catalogue part to attach them to.

Idempotent. If you press Convert to Job again on a quote that's already converted, you get a link to the existing job — no duplicate job is ever created.

The new job then follows the normal Jobs workflow: schedule it, assign it, run it, capture timesheets, and complete it.

21. Quote Settings¶

Manage → Quotes → Quote Settings (admin only) covers:

Numbering¶

Prefix for quote numbers (e.g. QUO-).
Next number — the sequence AXITRAQ will use for the next issued quote. You can pre-set this to align with an existing numbering scheme when you first switch to the platform.

Default Terms¶

Paragraph of default terms and conditions that appear on the printed quote. Editable per-quote if a specific job needs different terms.

Branding — Letterhead and Continuation¶

Upload two PDF backgrounds that AXITRAQ overlays quote content onto:

Letterhead — used as the background of page 1 only.
Continuation — used as the background of pages 2+ (optional).

The letterhead is your existing designed A4 stationery in PDF form — you keep full control of the visual design. AXITRAQ places quote content inside a configurable safe-area so it never overlaps your letterhead's logo, address block, or footer.

Adjust the safe-area margins to match your letterhead layout (top/right/bottom/left). Upload size limit is 15 MB and files must be valid PDF.

If either background is missing, the printed quote still renders using a clean built-in header — so a new customer can start issuing quotes immediately while designed letterhead is prepared.

Categories and Quote Types¶

Manage the pick-lists that appear on the quote header:

Categories — e.g. Civil, Plumbing, Fitout, Maintenance.
Types — e.g. Fixed Price, Schedule of Rates, Time and Materials.

Both are per-company and only used inside your account.

22. Tips and Best Practices¶

Build a template library. Most trades quote a handful of jobs repeatedly. Turn your first good quote of each shape into a template and start every subsequent one from it.
Use stages liberally. Two or three well-named stages make a printed quote instantly easier for a client to read (and reduces scope disputes).
Turn per-line notes on selectively. Client-facing detail should be Show on quote; internal margin comments should be hidden.
Set the schedule window early so the clash check is meaningful.
Preview before finalising. The Preview PDF tab is exactly what your client sees — one glance often catches a wrong quantity, a missing note, or a stage in the wrong order.
Re-issue for changes, don't create a new quote. Re-issuing keeps the same quote number with a revision letter, which is much cleaner for your client to reconcile.
Refresh Prices sparingly. On a long-running draft, remember that a refresh will pull today's rates onto every catalogue-linked line — it can move totals. Use it deliberately.
Convert only when the client has confirmed. Once a quote is converted, the job appears in scheduling and dashboards.