In this article you’ll learn about building quotes in Hectic, sending them to potential clients, and how the information in a quote can be used elsewhere in Hectic.
Creating a quote
First, navigate to the client you’re planning to send a quote to (or add them as a new client), then open their agreements tab. Use the + button in the upper right and choose agreement then quote. You can also quickly add a quote from homebase in the focus tab.
You'll see several agreement options here. This article will focus on quotes. If you are on the pro plan, you will have an option to "Start from your library." Read more about agreement templates here.
Styling your quote
By default, your quote includes a heading, a "By" and "For" field prefilled with your client's information, contact information, and project with tasks and fees, and an accept button. All text can be edited; just click on the text and start typing.
You can also add a header image if you'd like. This quote is yours to edit so remove blocks and order sections by clicking the block and using the arrows that appear on the left to move or delete. Edit the font as well using the edit pencil in the header or the "Font settings" button at the top.
You can add several content block types to your quote.
Text blocks are used to share information about you or your work with the client.
File attachments can be used to attach any file type, with a size limit of 50mb.
Images can include captions (“Image with caption”), or stand alone (“Image centered”).
Contract terms are legally-binding terms that lay out payment expectations.
Fees & tasks show the work you’re offering the client, along with the cost for that work. You can include multiple projects (and their tasks and details); the client will be asked to choose one, select multiple, or choose all before agreeing
Click the "Insert block" button between any existing content blocks, then click the icon for the content type you’d like to add.
You'll want to set up these 3 things in your quote to keep clear communication and define expectations.
Fee structure and pricing
Projects and tasks
Fee structure and pricing:
The fee structure is the core of your quote. This is where you’ll share what you can offer the client and the price you’ll charge for that work. In Hectic, you can opt to charge hourly, fixed rate per project, retainer, or per item (a set rate per each task in a project). Click "[Set up fees]" to enter how and what you will charge.
Projects and tasks:
Change the [project name] to whatever you'd like to call your project.
Within the project block, you can add one or more specific tasks you’ll provide the client. When they accept the quote, a new project and tasks will automatically be created for you in Hectic, with each task and deadline included. Toggle this in your settings & integrations > preferences > agreements.
Pro tip: When you upgrade to the pro plan in Hectic, you can save project templates that you use on a regular basis for easy addition to proposals or in project management.
If you have chosen per item pricing, you'll see an option to select pricing from your product/service library (or create a new one). You'll give it a name, set your default rate for that product/service and describe the units. You can also choose to charge hourly per this item.
In per item pricing, you can opt to show the total amount or details about the price per each task.
You can also add multiple project blocks (with associated tasks and details) to the proposal. If you choose to add multiple options, you can allow your client to choose one when signing. You can use this to offer package options, like a basic package and a VIP package with additional support or features. You can also toggle the choice to allow your client to select multiple packages or make all packages required.
You'll also set a due date for each task. You can set a fixed due date or set a date that is based on when they sign the contract.
Sending your quote to a client
Use the "Share" button in the top right corner to email a link to the contract to your potential client.
You’ll be asked to finalize the quote before you send it; click the "Finalize" button if it’s ready to go. You can choose to print or download, copy a link to send to the client manually, or send it through a Hectic email. If you’ve set a default contact for the client, their email will populate automatically. If not, you can use the dropdown in the "To" field to select the correct email or add a new contact.
The subject line and message in the Hectic email is fully editable; just click to edit. Then hit send to share your quote with the client!
Comments and edits on quotes
Ideally, your client will accept right away. However, some clients will have specific needs, and may ask for a quote to be amended before they sign. If so, they can leave a comment on the quote directly. When this happens, you’ll get an email and a notification in Hectic with the comment they added.
In order to make changes, you’ll need to unlock it. You can use the "Edit agreement" button at the top of the page to make it editable.