Table of Contents
About This Guide
Use this guide as your first step in setting up quoting in BigTime. It introduces each configuration area and explains how they work together before you start adjusting individual settings.
This overview will help you understand the overall structure of quoting configuration in BigTime — how each setup area connects and why it’s essential to your quoting workflow.
It provides a high-level view of the setup process so you can see the bigger picture before diving into detailed, step-by-step instructions for each feature.
By reading this guide, you’ll learn:
- what each configuration area (Task Library, Global Fields, General Information, Quote Templates, and Document Templates) is responsible for,
- how these areas work together to create a consistent quoting experience, and
- where to start when setting up or reviewing your quoting configuration for the first time.
This document is ideal for new administrators or anyone who wants to understand how quoting fits together as a complete system — not just how to configure individual sections.
User Rights Requirements
To keep your quoting structure secure and standardized, BigTime assigns different levels of access to quoting configuration:
Quotes Admin
- Has full access to all configuration features — Task Library, Global Fields, General Information, Quote Templates, and Document Templates.
- Can create, edit, and delete items, define pricing formats, and manage dependencies.
- Controls visibility and required settings that apply across all quotes.
Quotes Manager
- Can view and use the configured elements when creating quotes.
- Can adjust quote-level data (like hours, rates, or dates) but cannot modify the underlying structure.
- Allows viewing of all quotes, including those created by other staff members.
Quotes Contributor
- Can create quotes using the available templates and fields defined by Admins.
- Must complete required fields before submitting a quote.
- Can view only quotes they have created.
Note:
Any configuration changes made by Admins affect all new quotes going forward.
Quoting Set Up Location
To access all quoting setup areas:
- Go to Sales › Quotes.
- Click the Admin Panel.
- You’ll see the following configuration tabs:
- Task Library
- Global Fields
- General Information
- Quote Templates
- Document Templates
Each tab builds upon the other, creating a structured quoting workflow that’s easy to maintain and expand as your business grows.
Managing Dashboard
Overview
The Dashboard provides a centralized overview of your firm’s quoting environment. It shows active templates, usage metrics, and configuration health across modules.
It’s your control center for verifying that the quoting setup is standardized and up to date.
Use Cases and Benefits
- Quickly identify which templates are most frequently used.
- Track when configurations were last updated.
- Audit your quote library for consistency and accuracy.
Task Library
Overview
The Task Library is where you define the services your firm sells. Each task represents a building block of a quote — complete with pricing format, fee type, role, and default rates.
Without it, every quote would need to be built manually, leading to inconsistent pricing and longer turnaround times.
Use Cases and Benefits
- Centralize all your service offerings in one library.
- Ensure consistent pricing and effort estimation.
- Automatically pull pre-defined tasks into quotes and templates for faster setup.
Instruction Link
See: Managing Task Library (detailed step-by-step guide on adding, editing, and organizing tasks).
General Information Section – Global Fields Set Up
Overview
Global Fields and the General Information section define the shared data points that appear at the top of every quote - such as client contact, expiration date, or payment terms.
Global Fields used in this section come from the Global Fields Library. Fields added to General Information will appear at the top of every Quote Template, while Global Fields assigned to Tasks will appear under the task section in the Quote Template.
This setup ensures that your firm consistently captures the same key details across all proposals.Global Fields and the General Information section define the shared data points that appear at the top of every quote — such as client contact, expiration date, or payment terms. They ensure that your firm captures the same key details across all proposals.
Use Cases and Benefits
- Create reusable data fields that stay consistent across quotes and templates.
- Improve reporting and analytics by standardizing how information is stored.
- Reduce manual data entry by using predefined defaults.
Instruction Link
See: Managing Global Fields and Managing General Information (setup for field creation, visibility settings, and defaults).
Quote Templates
Overview
Quote Templates combine General Information, Global Fields, and Tasks into complete, reusable frameworks.
They allow teams to generate quotes quickly and confidently, with structure, pricing, and formatting already defined.
Use Cases and Benefits
- Streamline quote creation and maintain consistency across departments.
- Standardize pricing logic and task structure for similar project types.
- Reduce onboarding time for new team members by giving them ready-to-use templates.
Instruction Link
See: Managing Quote Templates (detailed steps on creating, editing, and managing templates).
Document Templates
Overview
Document Templates define how your final quote appears to clients.
They merge your quote data with a polished, branded layout — giving you full control over formatting, structure, and content blocks. They’re the final step in the quoting setup process — transforming the structured data from your templates into client-ready, professional proposals.
Use Cases and Benefits
- Automatically generate professional, branded documents.
- Ensure every quote includes required legal or financial sections.
- Standardize client communication across teams and regions.
Instruction Link
See: Managing Document Templates (coming soon — to cover how to create and maintain document layouts and integrate dynamic quote data).
Recommended Setup Flow
Setting up your quoting configuration in the right order ensures that each layer builds on the previous one — from defining your services and data points to creating complete, client-ready proposals.
- Start with the Task Library — define the services your firm sells.
Create the foundational list of tasks that represent your billable services. These tasks can exist independently, and you can enhance them later by adding Global Fields for reporting or categorization.
- Set up Global Fields — create reusable data points for quotes and tasks.
These fields store shared information (such as Department, Service Category, or Billing Start Date) that can later be used in both Tasks and the General Information section.
Keep in mind that Global Fields must first be created in the Global Fields Library before they can be added to a Task or the General Information section.
- Configure the General Information section — add key business fields that appear at the top of every quote.
Use your Global Fields to standardize client details, project references, and payment information across all quotes.
- Build Quote Templates — combine Tasks and General Information into reusable frameworks.
Templates define the structure and pricing logic for specific project types, ensuring every quote follows the same format and business rules.
- Design Document Templates — define how your final quote looks to clients.
This is the last step in the quoting setup process. Document Templates pull all configured data into a branded, client-ready layout for consistent presentation and communication.
Summary
Setting up quoting in BigTime is the first step toward a fully connected sales and delivery workflow.
Each configuration area — from Task Library to Document Templates — plays a key role in making sure every quote your firm produces is accurate, on-brand, and ready to convert into a project without manual work.
By understanding the purpose of each module and following the setup guides linked above, your team can build a scalable quoting process that drives efficiency, consistency, and client confidence.