Managing Quotes in BigTime: The Complete Guide

Table of Contents

Interactive Demo
Quote List: Use Cases and Benefits
Why Quote Generation Matters for Your Business
Activating BigTime Quotes (Initial Setup)
Quote List Location
Roles and Permissions
What Information is Available in the Quote List?
Creating a New Quote
     Step 1: Client Details
     Step 2: Project Details
     Step 3: Billing Model
     Step 4: Set Up Quote
     Step 5: Customize Quote
     Step 6: Generate Quote
Rate Cards and Billing Logic
Quote List Search
Quote Statuses
Types of Actions in the Quote List
Available Actions by Quote Status
     Overview Table: What’s Allowed at Each Stage
     Visual Guide: Action Menus by Status
     What You Can Do in Each Status: Action-by-Status Breakdown
Managing Existing Quotes
     Edit Document
     Edit Configuration
          Changing the Billing Model or Template
     View & Download Document
     Approve Quote
     Reject Quote
     Recall Quote
     Void Quote
     View Version History
     Status Change Notifications
     Request Review
     Delete Quote
Create New Project from Quote
     How to Create a Project from a Quote
     What Information is Transferred?
     Additional Logic and Tips
     Navigation Between Quote and Project
Example Workflow
Best Practices
Void or Delete: What’s the Right Option?
FAQ

Interactive Demo

Explore BigTime Quote Generation below with an interactive demo. Click Get Started to navigate seamlessly through the interface and discover a feature. You can restart the demo at any time. 

Quote List: Use Cases and Benefits

The Quote List feature in BigTime allows you to generate, review, approve, and manage quote pipelines efficiently. This guide walks you through the process of creating a quote, editing quote details, approving or rejecting quotes, and converting approved quotes into projects. 

For further assistance, refer to the BigTime Knowledge Base or contact support at support@bigtime.net.

Why Quote Generation Matters for Your Business

Many organizations still rely on spreadsheets, Word documents, CRM systems, and manual processes for quoting. This often leads to slow sales cycles, inconsistent pricing and scoping, revenue leakage, human errors, and a poor customer experience.

Disconnected tools create inefficiencies that directly hurt profitability, delay revenue, and erode customer trust.

BigTime’s centralized Quote List and structured quote generation process solve these problems by standardizing how services are packaged, priced, and sold. Using templates and pre-set rates, teams can instantly generate professional, error-free quotes that ensure consistency across every deal.

The feature automatically configures scopes, rates, and deliverables to eliminate pricing mistakes and missed details. As a result, organizations dramatically accelerate their sales cycles, creating and approving quotes in minutes instead of weeks.

By making the quoting process faster, more accurate, and fully automated, BigTime helps drive service revenue growth, reduce churn, and deliver a better customer experience that builds trust and shortens time to value.

Activating BigTime Quotes (Initial Setup)

To use BigTime Quotes, the feature must be activated from the Integrations page in your BigTime environment.

Step-by-step activation process:

1. Navigate to My Company ➡ Integrations.

2. Click the BigTime Quotes tile.

3. If the Enable button is inactive, the feature flag has not yet been removed. Contact your account manager or product support.

4. Once the button is active, click Enable and confirm the action.

A loading screen will appear:

“Your firm’s data is currently syncing with BigTime Quotes. This may take a few minutes.”

5. When complete, you’ll see this message:

BigTime Quotes Sync Completed!

“Your firm’s data has been successfully synced with BigTime Quotes. Navigate to Sales ➡ Quotes to begin.”

6. The feature will now appear as ON in My Company > Active Features.

7. If the sync fails, a red message will display:

BigTime Quotes Sync Failed

 “Please contact your account manager or email support@bigtime.net.”

Quote List Location

1. Go to the Sales tab.
2. Click on Quote List to view all existing quotes.
3. Click Create Quote to start a new quote.

Roles and Permissions

BigTime Quotes includes three permission levels to control user access to quoting features. Admins can assign roles via User Groups.

Each higher-level role includes the permissions of the ones below it.

What Information is Available in the Quote List?

The Quote List provides a centralized view of all existing quotes in your firm. Each row contains key details to help you assess the status, scope, and value of each opportunity:

Below you can find a breakdown of all columns available in the Quote List view and short descriptions of them:

Creating a New Quote

To create a new quote in BigTime, follow these guided steps using the quote creation wizard in the Sales Tab:

Step 1: Client Details

• Click Create Quote from the Quote List.

• In the Client Details panel, choose an existing client from the dropdown. The dropdown selection are pulled from the BigTime Client List. 

• Select the Contact Type (Primary, Billing, Other) and assign a Contact Person.

Note: You cannot create new clients/contacts here—this must be done in the Client List first.”

No contacts found?

If you try to select a client for which no contacts have been set up yet, BigTime will display a warning and block you from proceeding until a primary contact exists.

Step 2: Project Details

• Enter the Project Name. This will be used to generate the project automatically after the quote is approved.

Step 3: Billing Model

Choose one of the available billing methods:

• Hourly (previously Time & Materials)
• Fixed Price (previously Fixed Fee)
• Item-Based Billing

Step 4: Set Up Quote

• Select a Pre-configured Project Template or choose Manual Selection.

The templates have been preconfigured during the admin implementation. 

• Choosing a generic template will take you directly to the Customize Quote step. If you move forward with the Manual Selection, review and select specific Tasks you need to include. 

Step 5: Customize Quote

• Review your rate card that is applied by default, and change it here if needed.

• Check estimated hours, roles, bill rates, and cost rates. These will be locked by default. Editing is only possible by overriding the locked table fields. You can edit the Total Hours and the # of Weeks.

Step 6: Generate Quote

• After generating the quote, you’ll be redirected back to the Quote List. Your newly generated quote will appear at the top of the table with a Draft status. 

Rate Cards and Billing Logic

When building a quote:

• Billing Models: Hourly, Fixed Price, or Item-Based Billing.
• Rate Cards: Auto-applied based on the selected project template. You may switch cards manually.

• Fee Types (per task): Milestone Billing, Percent Complete, Retainer, Non-Billable, etc.

• Expense/Materials Pricing Format – a new pricing type used to represent non-time-based costs such as materials, travel, or reimbursable expenses.

• Expense/Materials items appear as separate line items in the quote summary.
• This distinction improves transparency for clients and provides clearer reporting for mixed billing models.
• Cost Rate Logic:
  • Cost rates are defined per role.
  • If your firm uses custom cost rates, they sync only if you're on the Premier plan.
• Manual Overrides: You may enter custom rates directly—these won't update automatically when rate cards change.

Tooltip Example

“Modifying the Total Fee for this Task may result in a mismatch between hours and rates. Proceed?”

Quote List Search

You can interact with the list searching by Quote Name, Client, or Quote ID:

Quote Statuses

Each quote displays a color-coded status label to identify its stage quickly:

What you can do with a quote depends on its status. Learn more in Understanding Quote Statuses and Actions

Types of Actions in the Quote List

Here’s a quick overview of all possible actions you can take on a quote and what each one does.

Once a quote is approved, the available actions that are displayed in the list view dynamically based on their status.

Available Actions by Quote Status

This section helps you quickly understand what actions you can take depending on a quote’s current status. Whether the quote is in Draft, Approved, or Voided. This guide shows what’s editable and what’s locked.

Overview Table: What’s Allowed at Each Stage

Use the table below as a quick reference to see which actions are available for each quote status.

Tip: Some actions depend not only on the quote status but also on your user role (e.g. Admins can recall approved quotes).

Visual Guide: Action Menus by Status

To make it even clearer, the graphic below shows how the Actions menu changes based on the quote's status. Please note that some options may not be available depending on the current status and your user permissions.

What You Can Do in Each Status: Action-by-Status Breakdown

Each quote status unlocks different options in the Actions menu. Below is a quick breakdown of what you can do in each state.

• Draft

You’re still building the quote — full editing access is available.

✅ Edit Configuration

✅ Edit Document

✅ View & Download Document

✅ Version History

✅ Archive

• Internal Review

The quote is being reviewed internally or by the client. You can still make edits or take next steps.

✅ Edit Configuration

✅ Edit Document

✅ View & Download Document

✅ Version History

✅ Approve

✅ Reject

✅ Convert to Project (Create New Project)

✅ Archive

• Approved Internally

The quote has been internally approved, but not finalized by the client. Some limited options remain.

✅ View & Download Document

✅ Version History

✅ Send

✅ Convert to Project (Create New Project)

✅ Recall (Admins only)

✅ Archive

• Under Customer Review

The quote is with the client and awaiting their response. You can’t edit, but you can track and convert.

✅ View & Download Document

✅ Version History

✅ Convert to Project (Create New Project)

✅ Approve (if customer signs off)

✅ Recall (Admins only)

✅ Reject

✅ Archive

• Accepted

The quote is finalized. No edits can be made, but you can move it into delivery.

✅ View & Download Document

✅ Version History

✅ Convert to Project (Create New Project)

✅ Archive

• Rejected

The quote was declined. You can rework and reuse it if needed.

✅ Edit Configuration

✅ Edit Document

✅ View & Download Document

✅ Version History

✅ Archive

• Archived

The quote is closed and no longer active. It stays in your system for record-keeping.

✅ View & Download Document

✅ Version History

Managing Existing Quotes

Once a quote is created, you manage it depending on its current status and your user permissions.

General Rules

• Draft quotes can be fully edited, including quote configuration and document content.
• Approved quotes are locked for editing, but Admins can use the Recall option to return them to an editable state.
• Document edits (e.g., changing text, descriptions, and formatting) are possible even after generation, but they do not affect the underlying quote setup, such as tasks, pricing, or billing model.

Edit Document

Use this to update the quote’s wording, formatting, or layout - without changing the pricing or setup.

This option opens the quote’s generated document (SOW) in editing mode. It’s useful for adjusting text, descriptions, terms, or styling before sending it to the client.

To edit the quote document:

1. Go to the Quote List (Sales → Quotes).
2. Locate your quote and click the three-dot Actions menu.
3. Choose Edit Document.

Inside the editor, you can:

• Change the document’s text (headings, descriptions, terms)
• Correct typos or update formatting
• Add legal copy or client-specific language

You’ll see a warning before editing:

“Any changes made in this document will not sync back to the quote data. This may lead to inconsistencies in calculations or project setup.”

Who can edit:

• Users with Quotes Admin or Quotes Manager permissions
• Approved quotes may have limited edit access (e.g., for legal copy), depending on your role

Edit Configuration

Use this option to change the quote’s structure, billing model, or pricing setup.

You can update the configuration of a quote if it’s in Draft, Internal Review, or Rejected status. This opens the quote setup wizard, where you can adjust project details like tasks, billing model, or selected rate card.

To edit a quote’s configuration:

1. Go to the Quote List (Sales → Quotes).
2. Find the quote you want to update.
3. Click the three-dot Actions menu next to the quote.
4. Select Edit Configuration.

This will launch the original setup flow used when creating the quote:

• Choose or update the client and contact
• Change the billing method (Hourly, Fixed Price, or Item-Based Billing)
• Add or remove services/tasks
• Apply a different rate card
• Adjust hours, fees, and task structure

Changing the Billing Model or Template

When you change the billing model or quote template, BigTime will show a warning message letting you know that your existing configuration will be reset.

Example warning for changing the billing model:

Example warning for changing the template:

This is to ensure your quote follows the new structure without carrying over conflicting data. Always review before confirming.

View & Download Document

Use this to preview or export the quote as a PDF.

You can open the read-only version or download it directly when you want to view or save a copy of the quote without making changes.

To view or download the quote:

1. Go to the Quote List.
2. Find the quote and click the three-dot Actions menu.
3. Select View & Download Document – it opens a read-only preview and you can save it as a PDF to your desktop

This is especially helpful when:

• Sharing the quote with the client
• Saving a copy for internal records
• Reviewing formatting and layout before approval

Approve Quote

Use this option to approve a quote once it’s been reviewed and is ready to proceed.

Approving a quote locks it from further edits (unless recalled by an Admin) and updates its status to Approved Internally or Approved by Customer, depending on your firm’s configuration.

To approve a quote:

• Go to the Quote List (Sales Tab → Quote List).
• Find the quote you want to approve.
• Click the three-dot Actions menu next to the quote.
• Select Approve.

A modal will appear where you can:

• Confirm your name as the approver.
• Enter any notes related to the approval.

Click Approve. The quote’s status will change, and an entry will be recorded in the Version History.

Reject Quote

Use this option if a quote needs to be declined, whether due to pricing changes, client decisions, or internal considerations.

Rejecting a quote updates its status to Rejected and adds a note explaining why. This history is stored in the Version History for future reference.

To reject a quote:

• Go to the Quote List (Sales → Quotes).
• Find the quote you want to reject.
• Click the three-dot Actions menu next to the quote.
• Select Reject.

In the rejection modal:

• Enter a rejection note (required).
  Confirm your name as the person rejecting.

Click Confirm. The quote will move to the Rejected state.

Recall Quote

Use this option when you need to make changes to a quote that has already been approved.

Sometimes, even after a quote is approved, last-minute edits are needed — maybe due to client feedback or internal changes. In such cases, admins can recall the quote and move it back to Draft or Internal Review so it becomes editable again.

Who can recall a quote?

Only users with Admin permissions can recall approved quotes.

What happens when a quote is recalled?

• The quote’s status changes to Draft or Under Review
• You can edit the configuration, pricing, and tasks again
• A note must be added explaining why the quote was recalled
• All actions are tracked in the Version History

To recall a quote:

1. Go to the Quote List (Sales → Quotes).
2. Find the Approved quote you want to change.
3. Click the three-dot Actions menu next to the quote.
4. Select Recall.
5. In the pop-up modal:
   • Enter a short explanation (e.g., “Client requested updated pricing”)
   • Click Confirm

The quote is now editable again, and you can make the necessary updates.

Void Quote

Use this when a quote is no longer needed — for example, if the client declined or the opportunity was lost.

BigTime does not support permanent deletion of quotes (to preserve the audit trail), but you can void a quote. This changes its status to Voided and prevents any further action.

What does "Void" do?

• The quote becomes read-only — you can still view and download it, but not edit
• It’s removed from the active pipeline
• The status is clearly marked as Voided.
• This helps preserve your records for future reference or auditing

To void a quote:

1. Go to the Quote List.
2. Find the quote you want to void
3. Open the Actions menu (three dots).
4. Click Void.
5. Confirm your decision in the modal.

Once voided, no further edits or approvals can be made.

View Version History

Use this option to see a complete audit trail of the quote, including when it was created, modified, approved, rejected, or recalled.

This is helpful for compliance, troubleshooting, and understanding the lifecycle of a quote.

To view a quote’s history:

• Go to the Quote List (Sales → Quotes).
• Locate the quote you want to audit.
• Click the three-dot Actions menu next to the quote.
• Select Version History.

A modal will open showing all actions taken on the quote, with timestamps and user names.

Status Change Notifications

Use this option to notify selected team members when a quote’s status changes (for example, when it is approved or rejected).

To add recipients for status change notifications:

• Open the quote (via the Quote List).
• Click on the Notification Modal (available in the Actions menu or quote detail view).
• Add the users or email addresses you want to notify.

Each time the quote status changes, these users will receive an email notification with the details.

Request Review

Use this to notify someone by email that a quote is ready for review.

This option allows you to share the quote with internal stakeholders for review and approval. You can enter one or more email addresses, and the system will notify the listed recipients.

When this option is available:

You can request a review when it is in Approved Internally status.
This indicates that the quote has been reviewed internally but not finalized or shared with the client.

To request review:

1. In the Quote List, locate a quote with the Approved Internally status.
2. Open the Actions menu (three dots).
3. Click Send to Customer Review.
4. In the modal:
   • Enter an email address in the Add Email field.
   • Click Add to Reviewers.
   • Repeat for any additional reviewers.
5. Click Save to send the notification.

You can remove email addresses from the list before sending by clicking the red trash icon next to the address.

Delete Quote

Use this to permanently remove a quote from the list if it's no longer needed.

This action allows you to delete a quote from your workspace. Deleted quotes cannot be recovered, so only perform this step if you're sure the quote is no longer required — for example, if it was created by mistake or is completely obsolete.

What happens when you click "Delete Quote"?

You'll see a confirmation modal asking if you're sure you want to delete the quote. This is a permanent action — once deleted, the quote will be removed from your Quote List and cannot be restored.

How to delete a quote?

1. Go to the Quote List.
2. Find the quote you'd like to delete (make sure it’s in an eligible status).
3. Click the Actions menu (three dots on the right).
4. Select Delete Quote.
5. In the confirmation window:
   • Review the warning message.
   • Click Delete to confirm.

Create a New Project from Quote

Use this to turn an approved quote into a live project in BigTime.

Once a quote is finalized, you can convert it directly into a project. This saves time and ensures that all the details, including tasks, hours, fees, and billing structure, are carried over without manual re-entry.

How to Create a Project from a Quote

1. Go to the Quote List (Sales → Quotes).
2. Find a quote that’s ready for project setup.
3. Open the Actions menu (three dots).
4. Select Create New Project.
5. A new browser tab will open with the Project Details screen pre-filled with data from the quote.
6. Review the information, make any needed edits, and click Save Changes to create the project.

What Information is Transferred?

BigTime automatically maps key quote fields into the new project, ensuring accuracy and consistency.

Custom cost rates and manually adjusted bill rates in the quote will carry over to the project, but only sync correctly if your firm is on the Premier plan.

Additional Logic and Tips

• Task-level data — Each task (also called an add-on or service item) from the quote becomes a separate task in the project. This includes:
  • Estimated hours and fees
  • Start and end dates (if provided)
  • Fee types (for Item-Based Billing)
• Billing model logic — The project will inherit the quote’s billing model, which determines the invoice behavior (e.g., milestone-based, time-based).
• Rate card behavior — The rate card used in the quote becomes the default in the project. Any manual overrides to billing rates are preserved.

After the project is created, you’ll see a “View Project” button directly in the quote. You can also access the quote from inside the project using a backlink under the Project Details tab.

Navigation Between Quote and Project

Once the quote is approved and the project is created, a View Project button will appear directly in the quote record.

Likewise, within the Project Details tab in BigTime, you’ll find a back-link to the original quote. This bi-directional linking makes it easy to trace the origin of a project, review assumptions, or troubleshoot misalignments between quoting and delivery.

Example Workflow

1. Configure Clients and Contacts with the Client List view. Learn more:...
2. Navigate to Sales > Quote List.
3. Click Create Quote.
4. Fill out Client Details and Project Name.
5. Choose a Billing Model.
6. Configure the quote using a template and adjust the rate card if needed.
7. Edit the quote (optional) and Generate the PDF.
8. Approve or Reject the quote.

Create a Project directly from an approved quote.

Best Practices

• Always verify client and contact information before generating a quote.
• Use templates to speed up setup and ensure standardization.
• Approve or reject quotes promptly to maintain a clean workflow.
• Track all changes and approvals through the Version History.
• Admins should regularly review permissions to maintain quote security.

Void or Delete: What’s the Right Option?

When managing quotes you no longer need, you have two options: Void or Delete. While they may seem similar, they serve different purposes.

Void a quote when:

• You want to retain a record of the quote for reference or an audit trail.
• The quote went through the review process, but the client decided not to proceed.
• You might want to view or report on it later, even though it’s no longer active.

Result: The quote stays in the system with a Voided status. You can still view and download it, but you are not allowed to take further action.

Delete a quote when:

• The quote was created by mistake.
• It’s a draft or test quote that will never be used.
• You’re cleaning up unused or irrelevant quotes from the system.

Result: The quote is permanently removed from the Quote List. This action cannot be undone.

FAQ

Q: Can I create a quote for a new client from the quote builder?
A: No, new clients and contacts must be added to the Client List before generating a quote.

Q: What’s the difference between Fixed Fee and Time & Materials?
A: Fixed Fee charges a flat amount for the entire project, regardless of time. Time & Materials charges are based on hours worked and materials used.

Q: Can I mix templates and manual selections in one quote?
A: No. Once you select a template or choose manual selection, the quote follows that configuration. Switching will reset selections.

Q: How do I add subtasks?
A: Use the + Subtask button under each task group. You can enter role, hours, and billing details directly.

Q: Who gets notified when a quote is approved or rejected?
A: Notifications go to those added in the "Status Change Notifications" list for the quote.

Q: Can I edit a quote after it has been approved?
A: Only Admins can edit approved quotes, and only certain fields can be modified.

Q: Where can I see why a quote was rejected?
A: Rejection notes and all status changes are available in the Version History tab.