Quotes

A quote prices a print job before you commit stock or printer time. You build it from your products or one-off lines, and material, electricity and labor costs feed the price. Unlike an order it moves no stock and schedules nothing; it is a proposal you send to the customer. Once accepted, you convert it to an order in one step and the lines carry over. Creating new quotes needs a Pro or Farm plan; existing quotes stay viewable and editable on any plan.

Pick a customer, then add lines from your catalog or type one-off lines. On each line you can set a printer, a filament with grams per unit, print hours and inventory items per unit. Hours appears once a printer is picked on the line. Labor min is the minutes of your own time per unit, priced at the labor rate; it shows while the Labor switch under Cost adjustments is on. From these, FoxTrack works out the material and electricity cost of the line using the rates in Settings → Quoting and tax (electricity rate per kWh, labor rate per hour, default margin, waste % and overhead % of the material total). Each line also has a Unit price field. Leave it empty and the line is priced automatically: its share of the lines' total cost plus the markup, shown greyed in the field. Type an amount and that is the unit price the customer sees for that line, to the cent; the other lines keep their automatic price and the quote total follows. Under each line you see its cost next to the amount the customer pays. The Description box above the lines prints above them on the PDF, and Notes print below them, for scope, assumptions, validity or terms. The quote number is assigned on the first save. Once the quote is saved, Add photo on a line attaches up to 3 reference photos.

When someone else saves the same quote after you opened it, your Save is refused and does not replace their work. While you edit, the form may already say that someone else changed this quote and that saving will ask first. On Save (and on PDF, Email or Save & convert, which save first) it says This quote was changed by someone else after you opened it, with Load the latest (drops your changes and reloads the quote as it is now) and Keep mine (saves your version over theirs). If the quote was deleted in the meantime, the form says so and your changes stay on screen until you close it.

Below the lines: Markup adds a percentage or a flat amount on top of the lines (it only affects lines without a typed unit price; a Typed unit prices row, shown only when a line has one, gives the net effect of the ones you priced yourself). An automatic unit price is settled on a whole cent, so a line can come out a cent above or below its exact share: a Rounding row shows that difference when there is one. While your markup is 0%, a note under Markup links to Settings → Quoting and tax; the link opens in a new tab, so the quote you are typing stays put, and a default you set there reaches a new, unsaved quote when you come back to it, unless you already changed that field by hand. A saved quote keeps its own numbers, so on a saved quote the note asks you to type the markup on the quote itself. On a new workspace, where the labor rate, waste, overhead and markup are all still 0, a note at the top of the totals says the prices are filament only until you set them. Discount takes a percentage or a fixed amount off. Tax is applied at the workspace's one default tax rate, the Tax rate card under Settings → Quoting and tax (the same rate new invoices use; 0 disables it), which you can change per quote. The Tax exempt switch under the rate (it shows your own tax word) takes tax off this quote. The stored rate is what the quote keeps, so later changes to the default do not alter old quotes. Whether the cost breakdown and the tax row print on the PDF is set under Settings → Documents → Quotes.

To record a print that failed on the floor (the grams lost and a reprint), use Print failed on the line (see Recording a failed print, in the Fulfillment topic). This section is about pricing: FoxTrack does not bill a failed print to the customer on its own, so build the cost of the prints that fail into your prices. Settings → Quoting and tax has a default waste % that adds that share of the material cost to every new quote, to cover filament lost to failed prints, purges and test prints; raise it if failures cost you more than a couple of percent of what you print. The same figure sits on the quote itself, under Cost adjustments, so you can raise it for one riskier job without changing the default for every quote. Overhead % works the same way for the fixed costs a reprint adds, such as a printer running unattended or time spent re-slicing. If you already know what a specific reprint cost you, type that line's Unit price by hand: FoxTrack stops pricing it from cost and uses exactly what you type, so the reprint is already inside the price the customer sees.

A quote is Draft, Pending, Accepted or Rejected. Draft is where you build it; Pending means it has been sent and you are waiting; Accepted and Rejected record the customer's answer. Change the status on the quote form. A quote never expires by itself, and the only automatic change is that emailing a Draft quote from FoxTrack moves it to Pending. Only an Accepted quote can be converted to an order. The status chips on the Quotes page filter the list. The Expired chip shows Pending quotes whose expiry date has passed; with it on, owners and admins can press Mark N expired as rejected, which asks first and moves each of those quotes to Rejected (nothing is deleted, and a quote can be set back to Pending on its form).

The Quotes page opens grouped by status: one block each for Draft, Pending, Accepted and Rejected, with the number of quotes in each. Accepted and Rejected start folded, so the quotes still waiting on you come first. Press a block's heading to fold or unfold it, and FoxTrack remembers your folds in this browser. The By status and List switch beside the search box changes the page to one table of every quote, and remembers that too. A status with no quotes has no block. While a search, a status chip or the Expired chip is on, every block opens.

A saved quote has two buttons for this at the foot of the form.

• PDF downloads the quote PDF, made in your browser with your logo and business details from Settings, the lines, the description and notes, and the totals. Each quote has a language selector for the PDF (English, French, German, Spanish or Dutch). A new quote starts in the workspace language. The PDF prints your shop's address, email and phone from Settings → General, Business info. While all three are empty, the quote form says so at the top (to owners and admins), because a client who gets the PDF would have no way to reply.
• Email sends the same PDF to the customer. The dialog shows the customer's email in To (it cannot be typed), an optional Subject, and Customize email for the greeting, body, sign-off, reply-to, CC and BCC. The words start from Settings → Documents → Quote, receipt, reminder and credit note emails. Press Send: unsaved edits are saved first, then the PDF is attached. A Draft quote becomes Pending when it is emailed; the dialog says so. Afterwards the form shows when it was sent and to which address.

Email is greyed out, with the reason on hover, when the quote has no customer, the customer has no email address (add one to the customer first), or the workspace is not on Pro or Farm. A PDF larger than 8 MB cannot be emailed; remove some photos and try again.

Duplicate, at the foot of a saved quote, turns the open form into a new, unsaved quote copied from what is on screen, including edits you have not saved yet. The title reads New quote (copy of QUO-0007). Nothing is saved until you press Create quote, so numbering and the plan check apply as for any new quote. Duplicate needs a Pro or Farm plan.

• Copied: the customer, every line (materials, printer, hours and any typed unit price), markup, cost adjustments, discount, tax, description, notes and language.
• Starts fresh: the quote number, the status (Draft) and the issue date (today). The expiry date keeps the same number of days from today as the original had from its issue date, or stays empty if it had none. The copy is not linked to any order or invoice.
• Not copied: photos. The form says Photos are not copied when the original had some.

Set the status to Accepted and press Save & convert: the quote is saved as shown and an order is created with the same customer and lines, and you are taken to it. The quote keeps its own number and the order gets its own. Generate invoice creates an invoice directly from the quote instead, for jobs you bill without an order; it opens as a Draft dated today, to check before you send it. Each of these happens once per quote (an invoice that was voided does not count, so a new one can be generated); the form shows what it has already been converted into.

The order takes the first line of the quote's Description as its project title; the rest of the Description and the Notes go into the order's notes. Orders carry no tax, so an order made from a taxed quote shows its total before tax, and its notes say so; the invoice adds the tax again.

Once a quote became an order or an invoice, its lines, cost adjustments and pricing are locked: the form says This quote became ORD-0012 and INV-0042, and that changes here do not update them. Customer, status, dates, description and notes can still change. To change the price, press Duplicate to revise and send the new quote.

Delete on the quote form removes it after a confirmation. Deleting from the Quotes list is for owners and admins. A deleted quote cannot be recovered, and an order already made from it is not affected.