Quotes

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Quotes Overview

Quotes are how you present pricing to your customers. Cortado helps you create accurate quotes quickly by pulling in details from the inquiry and applying your quote templates automatically.

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Creating a Quote

To create a new quote from an inquiry:

1. Open the inquiry from your Leads Pipeline
2. Click Create Quote
3. The quote builder opens with pre-filled line items and event details
4. Review, adjust, and send

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What Gets Pre-Filled

When you create a quote, Cortado automatically populates it with:

• Template items — if you have a quote template for the inquiry’s event type, it generates line items with calculated quantities based on event length, barista count, and cart count
• Customer-selected add-ons — items the customer chose on your inquiry form
• Auto-include items — catalog items you’ve marked as “Always Include”
• Event details — dates, times, locations, guest counts, and staffing from the inquiry

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Per-Event Breakdown

For inquiries with multiple events, the quote generates a separate set of line items for each event. This ensures accurate pricing — a 6-hour event with 3 baristas gets different quantities than a 2-hour event with 1 barista. Line items are grouped by event so you can easily see the cost breakdown per date.

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Line Items

Each line item on a quote has:

• Item name — from your catalog, or a custom name for one-off charges
• Quantity — can be whole numbers or decimals (e.g., 2.5 hours)
• Unit price — defaults to the catalog price, but you can override it
• Unit — per event, per hour, per day, or per unit
• Tax — optional per-item tax rate

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Catalog vs Custom Items

• Catalog items — select from your catalog. Price, name, and unit are pre-filled but editable.
• Custom items — type in a name, price, and quantity for one-off charges that aren’t in your catalog.

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Tax and Discounts

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Sales Tax

Apply tax on a per-item basis. Set up your tax rates in Settings > Payments, then select the applicable rate for each taxable line item.

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Discounts

Apply a percentage or flat dollar discount to the entire quote. Discounts appear as a separate line on the customer’s quote.

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Tips

Configure an enforced tip percentage or let customers add their own tip when paying.

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Sending Quotes

Once your quote is ready:

1. Review the total and all line items
2. Set a valid until date (optional — gives the customer a deadline to respond)
3. Click Send

The customer receives a link to view and accept the quote through the Customer Portal. You can track when they view it and whether they accept.

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Quote Revisions

Every time you edit a sent quote, Cortado creates a new revision. This preserves the history of what was sent and when. The customer always sees the latest revision. Revisions are useful when:

• A customer requests changes to the pricing
• You need to add or remove services after sending
• Event details change (more guests, longer hours, etc.)

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Quote Acceptance

When a customer accepts a quote through the portal:

• Events are created automatically from the quote’s event details
• Barista counts, cart counts, and other staffing details carry over
• An invoice is generated from the accepted quote
• The lead moves to the booking stage in your pipeline

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Best Practices

1. Review before sending — double-check quantities and pricing, especially on multi-event quotes
2. Set valid-until dates — creates urgency and prevents stale quotes
3. Use templates — they save time and reduce errors on recurring event types
4. Include descriptions — help customers understand what each line item covers
5. Follow up — if a quote hasn’t been viewed within a few days, reach out to your customer