Creating Quotes

This guide covers how to create and manage quotes for client projects in MyStudio.

Accessing Quotes

From Project Detail

1. Open the project
2. Click the Quotes tab
3. Click Create Quote

Creating a Quote

Step 1: Prepare Your Quote Document

Create your quote using your preferred tool:

• Word/Google Docs
• Excel/Google Sheets
• Quote software
• Export as PDF

Step 2: Upload the Quote

1. Click Create Quote or Upload Quote
2. Select your PDF file
3. Add a name (e.g., "Initial Quote", "Revised Quote")

Step 3: Add Details

• Quote Amount: Total value
• Description: Summary of what's included
• Valid Until: Quote expiration date

Step 4: Submit

Click Send to Client to submit the quote.

Quote Content

A professional quote should include:

Project Scope

• Clear description of deliverables
• Video specifications (length, format)
• Number of included revisions

Timeline

• Production schedule
• Key milestones
• Delivery date

Pricing

• Itemized costs
• Any discounts
• Total amount

Terms

• Payment terms (deposit, balance)
• Additional revision costs
• Cancellation policy

Quote Status

Status	Description
Draft	Not yet sent to client
Pending	Awaiting client response
Approved	Client accepted
Changes Requested	Client wants modifications
Rejected	Client declined
Expired	Past validity date

Client Response

Quote Approved

When client approves:

1. You receive notification
2. Project status updates
3. Generate deposit invoice
4. Begin production

Changes Requested

When client requests changes:

1. Review their feedback
2. Create revised quote
3. Resubmit for approval

Quote Rejected

If client rejects:

1. Understand the reason
2. Discuss alternatives
3. Submit new proposal or close project

Quote Revisions

Creating a Revision

1. Open the Quotes tab
2. Click Create Revision
3. Upload new quote PDF
4. Note what changed
5. Send to client

Version History

All quote versions are preserved:

• View previous quotes
• Track changes over time
• Reference original pricing

Quote Notifications

Clients receive notifications when:

• New quote is submitted
• Quote is updated
• Reminder before expiration

You receive notifications when:

• Client approves quote
• Client requests changes
• Client rejects quote

Quote Templates

Standardize Your Process

Consider creating templates for:

• Different video types
• Common package deals
• Hourly vs. project rates

Include Standard Terms

Always include:

• Payment terms
• Revision policy
• Delivery expectations

Pricing Guidelines

Itemized vs. Package

• Itemized: Transparent, flexible
• Package: Simple, predictable

Common Line Items

• Pre-production
• Filming
• Post-production
• Music licensing
• Graphics/animation
• Revisions

Adding Contingency

Include buffer for:

• Scope changes
• Additional revisions
• Unforeseen requirements

Best Practices

Clear Communication

• Explain what's included
• Note what's NOT included
• Set clear expectations

Realistic Timelines

• Account for review cycles
• Include buffer time
• Consider client availability

Professional Presentation

• Use branded templates
• Ensure accuracy
• Proofread before sending

Prompt Response

• Address questions quickly
• Revise efficiently
• Keep momentum going

Follow-Up

If No Response

1. Wait 2-3 business days
2. Send a friendly reminder
3. Offer to discuss questions

Before Expiration

1. Notify client of upcoming expiration
2. Offer to extend if needed
3. Discuss any concerns

Troubleshooting

Quote Not Visible to Client

1. Check project status
2. Verify quote was submitted (not draft)
3. Check client permissions

Upload Failed

1. Ensure file is PDF format
2. Check file size limits
3. Try re-uploading

Client Can't Approve

1. Verify their role (Client Manager required)
2. Check they're logged in correctly
3. Contact support if issue persists