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Add standard text to a quote

Reuse saved terms, exclusions and payment wording instead of retyping them on every quote.

Last updated 19 Sept 2026

Overview

Most quotes end with the same wording - your terms and conditions, what the price excludes, when payment is due. An admin saves each block of text once as a quote description template, and from then on you pick it from a list under Description and click Add to drop it into the quote.

The New Quote form, with a template dropdown and Add button directly under the Description field
The picker sits under Description. It only appears once an admin has saved at least one template.
Step by step: add standard text to a quote
  1. Click Quotes, then + New Quote - or open a quote you are already working on.
  2. Type whatever is specific to this job in Description.
  3. Choose the block you want from the dropdown under Description.
  4. Click Add.
  5. Repeat for as many blocks as the quote needs.
  6. Click Save Quote.

The text lands at the bottom of Description, after a blank line, so it never overwrites what you have already written. Edit it afterwards like any other text - once it is in the quote it is just wording, and changing it here changes nothing anywhere else.

Tips

Tip

Add the blocks in the order you want them read. Each one goes underneath the last, so adding Exclusions before Payment Terms leaves them in that order in the finished quote.

Description is sent to your accounting system with the quote, so anything you add here reaches the customer. Wording meant only for your own team belongs in Internal Notes instead.

Maintain the templates

Templates are maintained from the Scheduler, alongside Sales Divisions and Sales Statuses, rather than from Sales itself. You need to be an admin - the menu entry is hidden for everyone else.

The Quote Description Templates dialog, listing three saved templates as editable cards
One card per template. The card you are working on is shaded, and turns orange while it has changes you have not saved.
Step by step: add or change a template
  1. Open the Scheduler and click the hamburger menu.
  2. Click Quote Description Templates, under Sales.
  3. Click Add for a new block of text, or click into an existing card to change it.
  4. Enter a Name - this is what salespeople see in the dropdown, so make it recognisable.
  5. Enter the wording itself in Description. It can be as long as you need.
  6. Click Save on that card.
  7. Click Close when you are finished.

Each card saves on its own, so Save on one card leaves the others alone. A card with unsaved changes is outlined in orange and marked Unsaved changes until you save it; closing the dialog at that point discards those edits.

To remove a template, click the bin icon on its card and confirm.

Limitations

  • Two templates cannot share a Name.
  • Adding a template copies its text into the quote. Editing a template later does not update quotes already written from it, and deleting one leaves their wording untouched.
  • The dropdown and Add button stay hidden until at least one template exists, so a salesperson who cannot see them is on a company with none saved yet.
  • There are no templates to begin with. Standard wording differs from one trade to the next, so nothing sensible could be supplied in advance.

See also