Creating a Quote
Quotes let you propose equipment, pricing, and dates to customers before they commit. CloudRent Pro makes it easy to create professional quotes and send them for approval via email.
What Is a Quote?
A quote is a rental in "Quote" status — it's a proposal that:
Shows equipment, pricing, and dates
Can be sent to customers for review
Optionally holds equipment availability
Converts to a confirmed booking when approved
Creating a Quote
Click "New Rental" from dashboard or sidebar
Select the customer (or create new)
Set proposed dates
Add equipment items
Set status to "Quote"
Click "Create"
The quote is created and ready to send.
Required vs Optional Fields
✓ Required
Customer
Start Date
End Date
At least one equipment item
○ Optional
Quote expiry date
Reference/PO number
Customer notes
Delivery details
Sending the Quote
Open the quote
Click "Send Quote"
Review the email — Customise message if needed
Click "Send"
The customer receives an email with:
Quote summary and total
Link to view full quote online
"Accept Quote" button
PDF attachment (optional)
💡
Tip: Customise the email subject line and body for each customer. Personal touches improve response rates.
Quote Expiry
Set an expiry date to create urgency and manage availability:
Open the quote
Set "Valid Until" date
Save
The expiry date appears on the quote document. After expiry:
Quote shows as "Expired" in your list
Customer can still view but not accept online
You can extend validity or create a new quote
What the Customer Sees
When customers click the quote link, they see:
Your company branding
Equipment list with descriptions
Pricing breakdown
Dates and delivery details
Terms and conditions
"Accept Quote" button
Quote vs Availability
Configure whether quotes affect equipment availability:
Setting |
Effect |
|---|---|
Quotes hold availability |
Equipment blocked on calendar, can't be double-booked |
Quotes don't hold availability |
Equipment stays available, multiple quotes can overlap |
Set this in Settings → Rentals → "Quotes hold availability".
ℹ️
Note: Most businesses don't hold availability for quotes since many quotes don't convert. But for high-demand equipment, holding might be appropriate.
Following Up on Quotes
Track quote status in your quotes list:
Sent — Quote emailed to customer
Viewed — Customer opened the quote
Expired — Past validity date
For quotes awaiting response:
Open the quote
Click "Follow Up"
Send a reminder email
Editing Quotes
Quotes can be freely edited until accepted:
Open the quote
Click Edit
Change items, pricing, or dates
Save
Optionally resend the updated quote
Cancelling Quotes
If a quote is no longer needed:
Open the quote
Click "Cancel Quote"
Confirm cancellation
Cancelled quotes move to a cancelled status and free up any held availability.
Quote Templates
For repeat quote types, create templates:
Create a quote with standard items
Click "Save as Template"
Name the template
Use templates when creating new quotes for faster setup.
Tips for Effective Quotes
💰 Price Clearly
Include all charges upfront. Surprises at invoice time damage trust.
📝 Add Context
Use customer notes to explain what's included, delivery details, and any assumptions.
🎯 Set Expiry Wisely
7-14 days is typical. Too short pressures customers; too long ties up availability.
📂 Follow Up
Don't wait for customers to respond. Proactive follow-up shows you care and closes deals.
⚠️
Warning: Double-check equipment availability before sending quotes, especially if quotes don't hold availability in your settings.