Send Your Customers a Quote Using Xero

Xero's quoting feature lets you send professional quotes online and convert them to invoices with a single click once a customer accepts. Here's how to use it.

1. Create a New Quote

Go to Business and select Sales overview. Click the New dropdown and select Quote.

2. Complete the Quote Details

• Customer name — select an existing contact or create a new one.
• Expiry date — optional, but recommended to set customer expectations.
• Reference, title, and summary — optional fields that help you track quotes and provide context for your customer.
• Branding theme — select a theme to customise the look of the quote.

3. Add Line Items

Select products and services from the Items dropdown if you've set them up, or enter descriptions manually. Include quantities, prices, accounts, and tax rates.

4. Save or Send

• Click Save to keep the quote as a draft for later review.
• Click Send to email it directly to the customer.

Xero populates the email using your default email template. Edit this template in Email settings to match your tone and branding.

5. The Customer Experience

Your customer receives a link to the online quote where they can:

• Download a PDF copy
• Accept or decline the quote
• Leave a comment

All comments are emailed to the person who created the quote and logged in History and notes. You can also see whether the customer has viewed the quote.

6. Monitor Quote Status

View all quotes in the Quotes dashboard — organised by status (Draft, Sent, Accepted, Declined). Once a customer accepts, the quote moves automatically to the Accepted tab.

7. Convert a Quote to an Invoice

1. Find the accepted quote under the Accepted tab.
2. Click Create invoice — all details copy across automatically.
3. Set the due date, review, then click Approve and Send.

You can also create and manage quotes from the Xero mobile app.