Managing Quote Templates

Table of Contents

Quote Templates let your organization create pre-built, reusable templates that define the structure, layout, and content of your quotes.
They combine Tasks, Global Fields, and General Information settings into a single, standardized format—so teams can build new quotes faster and with greater accuracy.

By setting up Quote Templates, you can:

• streamline the quoting process and reduce manual data entry,
• maintain consistent pricing, structure, and terminology across all quotes,
• and ensure that every proposal aligns with your firm’s brand and delivery standards.

In short, Quote Templates help you scale your sales operations efficiently while maintaining consistency, accuracy, and control over your quoting process.

User Rights Requirements

Managing Quote Templates is an admin-level feature in BigTime Quotes. Only users with the proper permissions can create, edit, or delete templates used by others.

Quotes Admin

• Has full access to create, edit, clone, and delete Quote Templates.
• Can configure template names, add tasks and task groups, and define pricing formats.
• Can decide which fields and sections are visible when a quote is generated from a template.
• Controls overall structure, ensuring brand and pricing consistency across the organization.

Quotes Manager

• Can view and use existing templates when creating new quotes.
• Can edit task details or quote data within individual quotes created from a template, but cannot modify or publish the templates themselves.
• Cannot add or remove templates or change their underlying configuration.

Quotes Contributor

• Can select a pre-built template when creating a new quote.
• Can fill in editable fields, but cannot change the template design or structure.
• Must complete any required fields before submitting the quote for approval.

Note: Changes made to Quote Templates affect all future quotes created from them. To maintain accuracy and brand consistency, editing rights are limited to Quotes Admins only.

Quote Templates Setup Location

To access the Quote Templates tab: 

1. Go to Sales › Quotes.
2. Click Admin Panel.
3. Open the Quote Templates tab.

Managing Quote Templates List

The Quote Templates List provides a centralized view of all the templates created within your organization. This is where you can easily review, organize, and manage every template used to standardize quotes across teams.

The list is displayed in a clear, table-style layout, giving you a quick overview of key details for each template:

• Name – The name of the template as it appears in the system. Use clear, descriptive names so users can quickly identify which quote type to start from (for example, Implementation Proposal or Support Renewal Quote).
• Date Created – The date the template was originally created.
• Created By – The user who created the template.
• Last Updated – The most recent date when any edits or updates were made.
• Last Updated By – The user who last modified the template.
• Actions – A three-dot menu that lets you manage each template. From here, you can Edit, Clone, or Delete the selected template.

At the top-right corner of the page, you’ll find the Add Template button. Click it to create a new template from scratch or to begin building a new reusable format for your quotes.

This view helps administrators maintain a consistent library of quote templates, ensuring that all users can access the latest approved versions. It’s also the best place to audit existing templates, identify outdated ones, and keep your quoting process standardized across your organization.

Create a Quote Template

Follow the steps below to create a new Quote Template.

Quote Templates let you combine General Information, Global Fields, and Tasks into a reusable structure that can be used for future quotes. Templates save time, maintain consistency, and ensure every proposal includes all required details.

Start a New Quote Template

Click the Add Template button in the top-right corner of the Quote Templates list.

If you’re new to BigTime Quotes, the list may be empty — the button will be centered on the page. Click it to begin.

Name the Template

Enter a clear, descriptive name in the Template Name field (for example, Digital Product Design & Development Quote).
This name will help users easily identify which template to use when creating a new quote.

Add General Information

Each template includes a General Information section at the top.

This section is configured in the Admin Panel under General Information and applies universally across all Quote Templates.

At this stage, General Information cannot be customized per template.

It contains key quote details such as Expiration Date, Payment Terms, or Point of Contact, which are defined in your Global Fields setup.

This ensures that every quote generated from the template uses standardized company fields.

Add Tasks to the Template

Under the Tasks section, you can define the work items that will appear in all quotes created from this template.

You have three ways to add tasks: 

Option 1: Add Existing Task

Option 2: Create a New Empty Task

Option 3: Add Task Groups

Option 1: Add Existing Task

Click + Add Task: 

Select a Pricing Format (Hourly, Fixed Price, Item-Based Billing, Simple, or Expenses/Materials):

Next, select an existing task from your Task Library:
 

Click Add to include the selected task in your template:

Option 2: Create a New Empty Task

If the task doesn’t yet exist in your Task Library, you can create one directly in the template. 

Click + Add Task:

Select a Pricing Format: 

Leave the Task field blank, and then click Add. You can configure the task details later:
 

Go to the Managing Task Library Instruction to learn more about how to configure tasks. 

Option 3: Add Task Groups

To organize related work, click + Add Task Group:

Enter a group name (for example, Discovery & Design Phase): 

Inside the group, click + Subtask to add individual tasks.

You can add as many tasks or groups as needed to structure the quote logically.

Tip: For detailed guidance on configuring individual tasks, see the Managing Task Library article.

Configure Task Details

Once tasks are added, you can define specific details for each one — such as role, total hours, number of weeks, bill rate, cost rate, and fee.

Use the Add Row button to add multiple roles or cost lines within the same task.

You can also enter a Description, set Start/End Dates, and apply Payment Terms for each task or group. Depending on the Global Fields that are configured in the Global Fields view, these sections may differ. 

Save the Template

When you’ve finished configuring your template, click Save Template in the top-right corner.

A success notification confirms that your new template has been added.

You’ll then be redirected back to the Quote Templates List, where your new template appears with its creation details.
 

(Optional) Add Another Template

If you need to create multiple templates in a row, check the Add another Template box before saving. After you click Save Template, the system will keep you in the setup view to begin creating the next one immediately.

Manage Quote Templates

Edit Quote Template

Use this option to open an existing Quote Template for editing.  

You can access it by clicking the three-dot menu (⋮) next to a template name in the Quote Templates List and selecting Edit.

When editing a template, you can update every part of its configuration, including:

Template-Level Settings

• Template Name – Update the name to reflect a new quote version or project scope.
• General Information – This section is universal across all Quote Templates and cannot be modified per template. Any changes must be made directly in the General Information tab within the Admin Panel, where Global Fields are managed for all templates.

Editing Tasks and Task Groups

Within the Tasks section of the template, you can make the following changes:

• Edit Task Names – Click inside the task title area to rename it.
• Edit Task Group Names – Rename existing task groups to reflect updated phases or project stages.
• Update Task Details – Change roles, hours, weeks, bill rates, cost rates, or descriptions.
• Reorder Tasks and Groups – Drag and drop tasks or task groups to change their order in the template.
• Delete Tasks or Groups – Click the trash icon next to a task or group. A confirmation message will appear (“Delete Task?” / “Delete Task Group?”). Choose Yes to confirm. You can also add or delete rows within individual tasks if adjustments to task roles, rates, or hours are needed.
• Add New Tasks or Subtasks – Click + Add Task, + Add Task Group, or + Add Subtask to expand the template.

When you finish editing, click Save Template in the top-right corner. The system confirms your changes with a success notification and returns you to the Quote Templates List.

Note: Any edits made here affect all new quotes created from this template, but they do not modify quotes that have already been generated. 

Note: Only users with the Quotes Admin role can edit templates. Managers can adjust data only within individual quotes.

Clone Quote Template

Use this option to create a duplicate of an existing Quote Template quickly.
Open the three-dot menu (⋮) next to the template you want to copy and select Clone.

The system immediately creates an exact copy of the template, including all tasks, task groups, pricing details, and general information. 

It places it at the top of the Quote Templates List and shows a success message: 

Rename the new template to differentiate it from the original (for example, Implementation Quote – v2).

You can then edit it as needed to adjust specific details without affecting the original template.

Tip: Cloning is useful when you need to build similar templates for different service lines, clients, or pricing models without having to start from scratch.

Delete Quote Template

Use this option to permanently remove a Quote Template that’s no longer needed. From the three-dot menu (⋮), select Delete.

A confirmation message appears asking you to confirm the deletion:

Once you click Yes, the template is removed from the list.

Warning: This action is irreversible. Deleting a template does not affect existing quotes that were created from it, but you won’t be able to recover or reuse the deleted template.

What It Looks Like for Managers

When Managers create a new quote, they can select from the list of available Quote Templates.

After choosing one, the system automatically populates the quote with:

• the same General Information fields defined by Admins,
• pre-configured Tasks and Task Groups, including roles, rates, and hours,
• and all default values or descriptions set in the template.

Managers can adjust specific quote-level details, such as changing hours, rates, or task descriptions to fit the client’s requirements. However, they cannot modify the saved template itself.

This ensures that quotes remain consistent and accurate while still allowing flexibility where it’s needed.

Example Use Cases

Standard Implementation Template

Use Case:
A professional services firm builds a reusable implementation quote structure with predefined project phases — Discovery, Configuration, and Testing.

Value:
Saves time and guarantees that all implementation quotes follow the same pricing logic, task breakdown, and delivery sequence.

How to set it up:

1. Click Add Template in the Quote Templates tab.
2. Name it Standard Implementation Template.
3. The General Information section in the Admin Panel automatically applies to all templates and currently cannot be customized per template. This section includes key details such as Project Timeframe and Payment Terms, which appear at the top of every Quote Template.
4. Click + Add Task Group to create groups for each phase: Discovery, Configuration, Testing.
5. Within each group, click + Add Task to add detailed tasks from your Task Library (for example, Requirements Gathering, System Setup, QA Testing).
6. Adjust roles, hours, and rates as needed.
7. Click Save Template.

Retainer Services Template

Use Case:
A consulting firm creates a recurring monthly retainer template that includes standard services billed at a fixed monthly fee.

Value:
Enables quick generation of recurring quotes with consistent pricing and billing terms, reducing time spent on repetitive setup.

How to set it up:

1. Click Add Template and name it Monthly Retainer Template.
2. In General Information, add Billing Start Date and Payment Terms fields (for example, Net 30).
3. Under Tasks, click + Add Task → select Fixed Price as the Pricing Format.
4. Add tasks such as Monthly Advisory Call, Reporting & Analysis, or Dedicated Support Time.
5. Enter the monthly fee in the Fee field and set hours if needed for internal reference.
6. Save the template and clone it later to create Quarterly or Annual versions.

Support Package Template

Use Case:
An IT services company defines three standard support packages — Basic, Standard, and Premium — each with a different set of services and pricing tiers.

Value:
Allows sales teams to pick the right package instantly, ensuring pricing accuracy, faster quoting, and clear client expectations.

How to set it up:

1. Create a new template for each package (for example, Basic Support Quote).
2. In General Information, include fields like Support Term and Service Level Agreement (SLA).
3. Under Tasks, click + Add Task Group and name it Support Services.
4. Add tasks such as Email Support, Phone Support, System Monitoring, and Monthly Check-Ins.
5. Choose Item-Based Billing as the Pricing Format if you want to link fees to hours or milestones.
6. Enter hours and rates per role, or a fixed fee for the entire group.
7. Save the template, then Clone it to quickly create Standard and Premium versions with adjusted coverage and pricing.

FAQ

What happens if I edit a Quote Template that’s already been used?

The changes apply only to future quotes created from that template. Existing quotes remain unchanged.

Can Managers or Contributors modify templates?

No. Only Admins can create, edit, or delete templates. Managers and Contributors can use templates to generate quotes but can only edit quote-specific data.

Can I reorder tasks after saving a template?

Yes. Templates support drag-and-drop reordering. After reordering tasks or task groups, click Save Template to keep the updated order.

What’s the difference between cloning and editing a template?

Cloning creates a new template that can be modified independently. Editing changes the existing template that all users share.

Can deleted templates be restored?

No. Once deleted, a template cannot be recovered. To avoid accidental loss, consider cloning a template before removing it.

Tips & Best Practices

• Use clear, descriptive names for templates (for example, Client Implementation – Standard).
• Group related tasks logically to make templates easy to reuse.
• Clone templates before making significant changes — it keeps your original version safe.