Table of Contents
Overview
Interactive Demo
Quote Creation Location
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
Best Practices
FAQ
Overview
This article walks you through creating a new quote in BigTime from start to finish. You’ll learn to select clients and contacts, define project details, choose the right billing model, apply or customize rate cards, and finalize your quote for internal or client review.
It also explains how BigTime handles rate card logic and cost rates behind the scenes, so you can confidently set up accurate budgets. By following these steps and best practices, you’ll ensure every quote is built on solid data, aligns with your service delivery, and is ready to convert into a project when approved.
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 Creation Location
Follow these steps to create a new quote in BigTime:
| Log in to your BigTime account ➡️ Navigate to the Sales tab in the main navigation bar ➡️ Click on Quote List to view all existing quotes ➡️ Click the Create Quote button at the top right of the screen |
This will open the guided quote creation wizard, where you can start building your new quote step by step.
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
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You can add a new client or contact directly in the Quote creation flow.
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- 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.
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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?”
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.
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.