Creating a New Quote

Creating a New Quote

A quote is how you turn a phone call or web inquiry into a bookable document your renter can review and accept. The quote builder is designed to be faster than typing an email.

Getting started

Go to Quotes > New. The builder opens as a single scrolling page with four sections — renter, trailer, dates, and presentation.

Step 1: Pick (or create) a lead

At the top of the builder, search for an existing renter or lead by name, email, or phone. If the person does not exist yet, click + Create lead and enter:

• First and last name.
• Email (required for sending the quote).
• Phone.
• Optional source ("Facebook", "referral from Dave", "walk-in").

Leads created this way live in your Renters list with a "Lead" tag so you can keep marketing to them even if this quote does not close.

Step 2: Select the trailer

Pick a specific trailer from your fleet. The trailer list shows only Active trailers and displays their base rate right in the dropdown so you can eyeball the pricing.

If you want to quote a renter on two trailer options to choose from, save and duplicate the quote after the first one is built. Two separate quotes is cleaner than one quote with two trailers because the renter can accept one without you having to manually mark the other dead.

Step 3: Dates

Pick pickup and return dates. The builder immediately recalculates:

• Number of days.
• Subtotal (daily rate x days, minus any weekly discount).
• Security deposit (pulled from the trailer settings).
• Taxes (pulled from your tax settings).
• Grand total.

If the trailer has conflicts on those dates — an existing reservation or a maintenance block — you will see a yellow warning right in the builder before the renter ever sees anything.

Step 4: Review the breakdown

The pricing card shows every line item. You can override any line with a click — for example, apply a manual 10% discount for a repeat customer, or add an extra fee for trailer delivery. Every override is captured as a line item so the renter can see it.

Step 5: Set expiration and cover note

By default, quotes expire 7 days from the send date. You can change this to anything from 1 to 90 days. An expired quote locks — the renter can still see it but the Accept button disappears.

The cover note is a freeform paragraph shown at the top of the public quote page. Use it to say hi, confirm the pickup address, or call out anything special ("this trailer comes with ratchet straps — 4 of them, in the front box").

Step 6: Save

You have two save options:

• Save as Draft — keep it in your Quotes list without emailing anyone. Useful if you need a manager to review first.
• Save and Send — the renter immediately gets a branded email with a link to view and accept the quote, and the quote moves from Draft to Sent.

The quote is now live. See the Quote Lifecycle article for what happens next.