Overview
Quote defaults control how new quotes behave when created. Access these settings by navigating to Settings > Quotes > Configuration.
Default settings are pre-configured with recommended best practices. Only adjust them when your business requirements differ from the defaults.
Understanding the Settings Hierarchy
Salesbuildr uses a three-tier system for quote settings:
Global Settings (Settings > Quotes > Configuration) - The foundation defaults
Templates - Inherit from global settings when created
Quotes - Inherit from the template used to create them
Important: Changes to global settings only affect newly created templates and quotes. They do not automatically update:
Existing quote templates
Quotes already created from templates
Individual quote configurations
Example: If you change "Anonymous approvals" from disabled to enabled in global settings, this change will only apply to new templates you create after making the change. Existing templates and quotes will retain their original settings.
To update existing templates: Navigate to each template individually and adjust the settings manually.
To update existing quotes: Open each quote and modify the settings in the its settings.
Global Quote Settings
Note: Global settings serve as the initial defaults for new templates. Changes made here will not retroactively update existing templates or quotes.
To configure default settings for new quotes, follow these steps: go to Settings → Quotes → Configuration. Here you will find several global settings that you can enable or disable. By default these will be set to best practice settings so we recommend you only change them when you need to.
Use site's default from address: Choose to use a default from address for email notifications, instead of the quote owner's address.
Implicit terms & conditions: Activate this to assume that your customers have pre-agreed to your terms and conditions.
Show product availability information in quote to customers: Enable this to display product availability in quotes and on customer storefronts.
Append PDI number to quote item names in external system: This will add the manufacturer part number to the product name in Autotask, aiding quick identification during post-sales ticketing.
Free shipping if above value: Set an order value threshold for unlocking free shipping.
Turn on anonymous approvals for your site: Enable this to allow customers to approve quotes without needing to sign-in via SSO. This can be altered on a per-quote basis in the quote settings tab if necessary.
Use simplified view on quote presentation for anonymous viewers: This hides the top navigation bar and login menu option, leaving only the share quote buttons and the download PDF button visible for your customer.
Notify the quote owner when the quote is sent to the customer: Activating this sends a notification to the quote owner.
Include PDF on order confirmation: This will add the approved quote as a PDF attachment to the order confirmation email.
Disable products hyperlink for customer: Enable this to prevent customers from being able to click on a quote line item and navigate to the product page in your catalog.
Hide PO number to customer: This hides the Purchase Order (PO) field in the quote from the end customers.
Customer can update shipping address: If deactivated, only you can modify the shipping address.
Enable signature on approval: When activated, this will require your customer to draw or upload a signature to approve the quote when not logged in.
Display long description on a quote line items: When activated, products and services added to a quote will automatically include their long description along with the name.
Configure Quote Extra Settings
Navigate to Settings → Quotes → Configuration, then scroll down to Quote extra settings.
Default payment term: Select the default payment term that needs to be applied to new quotes
Default expiration time: Set the default expiration time that needs to be applied to new quotes
Days before expiry to send reminder: Set when you want your customer to get a reminder to view and approve the quote. This will use the email template for sending reminders
Show bundle products in quote to customers: This setting controls whether customers can see the individual component products within bundles on their quotes, or only the bundle as a single line item
Show product availability information in quote to customers: This setting displays real-time stock status and availability details for products directly in customer-facing quotes
Show subtotal for each product section: This setting displays a calculated subtotal at the end of each product category or section within the quote
Show product images: This will turn on product images in quotes
Attach PDF: This will attach the quote as PDF with the outgoing email. Not recommended because you cannot change the PDF once it has been sent
Recipient can modify quantities: This enables the end customer to change the quantities of line items
Recipient can modify description: This setting allows quote recipients to edit or customize product descriptions before accepting the quote
This quote can be approved without logging in: Prevents the end customer from having to sign-in to be able to approve the quote
Show sign in options for anonymous user on quote presentation page: Allows login buttons to appear on the quote
Notify when viewed: Sends a notification when the quote has been viewed
Notify on first view only: Only sends a single notification when the quote has been viewed. instead of a notification for every view
Show contract items from customers: This setting displays products and services from the customer's existing contracts within the quote
Show contract term total: This setting displays the total value calculated across the entire contract period or term length
Display table of contents: This setting shows a navigable table of contents at the beginning of the quote for easy section access
Thank you page: Select which thank you page customers see after completing their purchase
Determine how you want products and services to show on your quote
Consider how you'd like your products and services to be displayed as line items on the quote. By default, you can select in the dropdown whether to display the Name only or Name and Short description. In addition, you can enable the toggle to include the Long description for products and services. This ensures customers see more detailed information directly in their quote line items. Note that only items added to quotes while this toggle is active will have the long description automatically populated.
The "Send a copy to" function allows you to share quote notifications with one or more of your internal Autotask users. If you prefer, you can also specify an email address to receive a copy of these notifications.
Quote PDF filename conventions
Here, you can set a naming convention for quote PDF files, making it easier to organise and keep track of your documents.
Shipping, Payment Terms & Types, and Approvals
Configure shipping costs, payment options, and internal approval workflows for quotes
Navigation: Settings → Quotes → Configuration → Various tabs
Where these settings are used: Shipping and payment settings are available for selection when creating or sending quotes. Approval rules apply automatically when quote conditions are met.
Shipping Configuration
Setting Up Shipping Types
To manage shipping costs:
Go to Settings → Quotes → Configuration → Shipping tab
Add or edit shipping types with cost and price per type
These options will be available when sending quotes
Applying Shipping to Quotes
After creating a quote, shipping can be applied when clicking the Send button:
Autotask Integration Notes
If you use Autotask, Salesbuildr automatically imports shipping types configured in Admin > Finance, Accounting and Invoicing > Shipping Types.
For more details on Autotask integration behavior, see the Autotask Integration article.
Connectwise Integration Notes
If you use ConnectWise, shipping types are synced from your System > Setup Tables > Shipping Methods configuration. Ensure your shipping methods are properly configured in ConnectWise before creating quotes.
For more details on Connectwise integration behavior, see the Connectwise Integration article.
HaloPSA Integration Notes
If you use HaloPSA, shipping costs must be manually configured in Salesbuildr. Shipping types configured in Salesbuildr can be mapped to custom fields or line items when syncing approved quotes to HaloPSA.
For more details on HaloPSA integration behavior, see the HaloPSA Integration article.
Free Shipping Threshold
To offer free shipping above a certain quote value:
Go to Settings → Quotes → Configuration
Enter an amount in the "Free shipping if above value" field
Quotes exceeding this amount will automatically qualify for free shipping
Automatic Shipping by Product Subcategory
To automatically apply shipping costs based on product subcategories:
Navigate to Products > Categories
Select a subcategory and click on the pencil icon to open the settings window
Choose the shipping type that should auto-apply when products from this subcategory are added to quotes
Payment Terms
Setting Default Payment Terms
Configure available payment terms that can be applied to quotes:
Go to Settings → Quotes → Configuration → Payment Terms tab
Add or edit payment terms as needed
Set a default payment term by toggling the 'Default' beside the selected payment term
Precedence: Customer-specific payment terms (configured in the customer's admin tab) override global default payment terms. You can also link specific payment terms to individual customers.
Related article: Managing customers and contacts
Payment Types
Configuring Payment Types
Set available payment types for quotes:
Go to Settings → Quotes → Configuration → Payment Types tab
Add or edit payment types as needed
These will be available for selection when creating quotes
Internal Approval Workflows
Setting Up Approval Rules
Configure Salesbuildr to require internal approval before quotes are sent to customers:
Navigate to Settings → Quotes → Configuration → Approval Rules tab
Set conditions that trigger approval requirements
Assign one or more internal approvers
How Approval Workflows Work
When a quote meets configured conditions:
The system blocks sending to the customer until approved
Internal approvers receive an email notification using the "Notification to additional contact for quote approval" email template
Once approved, the quote can be sent to the customer
Advanced Approval Rules
For more complex approval workflows beyond basic conditions, see the Advanced Approvals article.
Settings Hierarchy & Changes
Where these settings apply:
Shipping types are selected per-quote when sending
Payment terms apply as defaults but can be overridden by customer-specific settings
Approval rules apply automatically when conditions are met
When changes take effect:
Shipping, payment terms, and payment types: Available immediately for new and existing quotes
Approval rules: Apply to all quotes that meet the conditions from the moment they're activated
Changes to these settings do not affect quotes that have already been sent
Related Articles:
Quote Configuration Toggles
Default Quote Settings & Per-Quote Overrides
Advanced Approvals
Managing customers and contacts
Setting up email and customizing your email templates
How to send a proposal