Create and send quotes in WHMCS

Custom projects – a migration, a dedicated server, a bundle with a discount – often need a written price before the customer orders. WHMCS's Quotes feature produces a branded quote, lets the customer accept it online and turns it into an invoice with one click.

Before you start

• Your company details and logo set in General Settings; they appear on the quote PDF.
• Tax rules configured if you charge tax. See tax and VAT.

Create a quote

1. Go to Billing → Quotes and click Create New Quote.
2. Enter a Subject, for example Website migration and annual hosting.
3. Choose the recipient: an Existing Client, or New Client and fill in the prospect's name, company, email and address.
4. Set the Date Created and Valid Until date (for example 14 days).
5. Choose the Stage: Draft while you work, Delivered once sent.
6. Add line items: quantity, description, unit price, discount percentage and whether each is taxed.
7. Add Proposal Text (shown above the items) and Customer Notes (terms, payment schedule).
8. Click Save Changes.

Send the quote

Click Send as Email on the quote page. WHMCS emails the customer with the Quote Delivery with PDF template and a link to view the quote online. You can also click Download PDF to send it yourself. Edit the template wording under Email Templates; see customise email templates.

Customer acceptance

• Existing clients see the quote under Billing → My Quotes in the client area and can click Accept Quote.
• If Enable Quote Acceptance with terms is configured, they must agree to your terms first.
• Accepted quotes change stage to Accepted, and you receive a notification.

Convert to an invoice

1. Open the accepted quote.
2. Click Convert to Invoice.
3. Choose Full amount, or split it, for example 50% deposit now and 50% due later.
4. WHMCS creates the invoice(s) and emails them according to your settings.

Converting creates an invoice only. If the quote includes recurring hosting, also create the service with an order (Orders → Add New Order) so WHMCS bills renewals and provisions the account.

Track your pipeline

The quotes list filters by stage – Draft, Delivered, On Hold, Accepted, Lost, Dead. Update stages as deals progress so you can see open opportunities at a glance.

Troubleshooting

• Customer cannot see the quote: it is still a Draft, or it was created for a different client account.
• Wrong tax on the quote: the client country or tax-exempt flag is wrong, or items are not marked taxable.
• PDF shows no logo: set a valid HTTPS logo URL in General Settings.

Next steps

• Manage invoices.
• Create promotions.
• Review general settings.