Accessing Quote Settings
To access Quote Settings in BuildOps, hover over the main menu → select "Quote Settings" from the dropdown menu.
Quote settings are divided into two sections:
Templates
Preferences
Section 1: Templates
The Templates section allows you to define the structure and formatting of your quotes.
Multiple Templates
BuildOps lets you create multiple templates, beneficial for companies with different divisions or departments (e.g., Plumbing, HVAC, Electrical).
If you have multiple offices, you can set up separate templates for each.
Each template can be customized to meet the specific needs of a department or office.
To Add a Template:
Click “+ ADD TEMPLATE”.
Default Template
You can set a default template for your quotes.
When creating a new quote, the default template is automatically applied, but you can change it during quote creation or editing.
Setting a Default Template
To set a company-wide default quote template:
Toggle on Company Default for your preferred template.
Department-Level Quote Templates
You can also assign quote templates by department.
Go to Company Settings → Departments and Skills.
Click the ⋮ (three dots) next to a department and select Edit.
Scroll to the bottom and choose a Default Quote Template.
Click Save.
Note: If a department doesn’t have its own template, BuildOps will use the company-level settings for any smart fields.
Template Management
Duplicate or Delete a Template: Click the ⋮ (three dots) next to a template name.
Add a Description: Type directly in the Description field.
Editing Templates
The template editor works much like Microsoft Word, with familiar formatting tools for headings, text styling, and layout organization.
Smart Fields
Smart Fields are placeholders that automatically insert details such as your company name, logo, or department when generating a quote.
You’ll recognize them by their format: [[double brackets]].
To Insert a Smart Field
Click within the document where you want the Smart Field to appear.
Click the ⋮ (three dots) on the far right of the editor toolbar.
Select the brackets icon to open the Smart Field menu.
Choose the desired field and click Save.
Example:
A Smart Field like [[Company Name]] will automatically fill in your company name when the quote is created.
Section 2: Preferences
The Preferences section controls how quotes are reviewed, approved, and invoiced.
Customer Signature Required
When enabled, the reviewer or approver can add their name as a digital signature during email approval — adding an extra layer of validation.
Quote Email Approval Modal
Displays a confirmation message when a customer approves a quote via email, ensuring clarity in the approval process.
Invoice Line Items for Quoted Jobs
This setting determines how invoice line items are generated for quoted jobs.
You can choose to:
Use quoted line items from the original quote, or
Use default line items defined in Quote Settings.
Using defaults helps automate materials, labor, and other charges for consistency and reduced manual entry.
Note: Taxability from the default quote line item carries over to the invoice.
Since taxable subtotals aren’t stored on invoices, tax amounts may vary if some quote items are non-taxable.
To Define a Default Line Item
In the Invoice Line Item field, start typing an item name (pulled from your Item List).
Update the Description, Percentage of Quoted Amount, and Total Percentage Allocated.
Click + Add Invoice Line Item to include additional items.
Click Save.
Error When Creating Partial Invoices
If you encounter errors while attempting to create a partial invoice for a quoted job, it is likely due to a missing invoice line item in the Quote Settings. Resolution Steps:
Navigate to the Quote Settings and open the Preferences tab.
Locate the Invoice Line Item section and search for a valid, active item from your Item List.
Update the Line Item Description and set the Percentage of Quoted Amount and Total Percentage Allocated as required.
If additional invoice items are needed, click + ADD INVOICE LINE ITEM.
Save your changes. Ensure that required items like "Labor" or "Material" are created and active in your item list, as these are necessary for proper invoicing.
Common Questions About Invoice Line Items
Do I Need a New Line Item for Every Job?
Not necessarily!
You can rely on default line items to handle recurring charges across jobs. Just make sure:
Your selected items are active and relevant in your Item List.
New items are added to the Item List before assigning them as defaults.
Default line items align with your invoicing process to avoid discrepancies.