How to create and send a quote

Before you start

There are only two things to know before you begin:

• Quotes are available on every plan, including Free. You no longer need a Standard or Premium plan to use them.

• You can build and preview a quote without connecting a payment gateway, but you can't send one until Peach Payments is connected. That's because the customer accepts and pays from the quote, so a payment gateway has to be in place first. To connect it, go to Settings > Payments and set up Peach Payments.

You do not need to have created an experience first. That used to be required — it no longer is.

Steps

1. Start a new quote

1. Go to Quotes in your dashboard sidebar.

2. Click Create Quote (or New Quote).

3. Enter the Quote title and Description:

2. Add the customer

In the customer field, start typing the customer's name or email.

• If you've added them as a customer, they'll appear in the list — select them and their name, email, phone and address fill in automatically.

• If they're new, choose Enter details, type their details, and tick the option to save them to your directory so you can reuse them next time.

Saved customers live in your Customers directory, which you can manage any time from the sidebar. Editing a customer there never changes a quote you've already sent.

3. Build your line items

Line items are how you price the quote. Each one is a separate charge — a tour, a transfer, equipment hire, park fees, and so on. Add as many as you need.

For each line item, set:

• A name or description, e.g. "2 Day Cape Town Tour".

• A type: Per person (multiplies automatically by the group size) or Flat fee (a fixed amount).

• A unit price and quantity. The total calculates automatically.

• An optional note for context, e.g. "Based on double occupancy" or "Subject to availability".

To show the customer exactly what makes up a line item, open its breakdown and add rows grouped by category — Accommodation, Transport, Activities, Meals or Other. Each row has a label and a cost, and every category shows its own subtotal. This is handy for multi-day tours where you want the customer to see what they're paying for.

5. Add optional add-ons (optional)

To offer an extra without committing the customer to it, mark a line item as an optional add-on. Add-ons show in a separate Optional Add-ons section on the customer's quote, are left out of the headline total, and let the customer flag interest — so you don't have to send a second quote for the "maybe" items.

6. Add inclusions and exclusions

Add an Inclusions and Exclusions section so the customer knows what is and isn't covered, e.g. "Includes: park fees, bottled water, professional guide".

If you've saved defaults before, a new quote pre-fills them automatically. You can edit them for this quote without changing your saved set. To update the saved set, edit the lists and choose Save as my defaults.

7. Choose how much detail the customer sees

Use the Show breakdown to customer toggle at the quote level to control detail:

• On — the customer sees each line item's full categorised breakdown and subtotals.

• Off — the customer sees only the top-level total for each line item.

8. Preview and send

1. Click Preview to see the branded quote exactly as the customer will.

2. When it looks right, click Send.

If Send is disabled, your payment gateway isn't connected yet — see Troubleshooting below.

What the customer sees

The customer opens a branded quote page with your line items, any inclusions and exclusions, and — if you left the breakdown on — the categorised detail. From there they can:

• Accept & Pay — they're taken to checkout to pay and confirm.

• Decline — they pick a reason and can leave a note, so you get useful feedback.

• Flag interest in any optional add-ons.

You'll see their response, including any add-on interest, back in Quotes.

Tips

• Build the whole quote and hit Preview before sending — the preview is the customer's exact view, so it's the fastest way to catch a wrong price or a breakdown you meant to hide.

• Save your regular customers and your standard inclusions once. After that, most quotes are a few line items and a click.

• Keep extras like transfers, park fees and equipment hire as their own line items rather than burying them in a breakdown — it keeps the quote clean and easy to adjust.

Troubleshooting

The Send button is greyed out. Your payment gateway isn't connected. Go to Settings > Payments and connect Peach Payments, then reopen the quote. You can keep building and previewing in the meantime — only sending is blocked.

A per-person price looks too high or too low. Check the group size on the quote and the line item's type. Per-person items multiply by the group size; flat-fee items don't.

The customer says they can't see the price breakdown. The Show breakdown to customer toggle is off for that quote. Turn it on and resend, or send an updated quote.

I can't find a customer I quoted before. Search by both name and email in the customer field. If they're still missing, they may not have been saved to your Customers directory — add them there or use New customer on the quote.