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Tutorial — Turn an IT Assessment into a quote

A finished IT Assessment already knows what’s wrong and which of your services fix it. This walkthrough turns that into a branded quote in the customer’s inbox.

Time: about 10 minutes. You’ll end with: one sent quote — a branded PDF the customer can open in their browser without an MSPercury account, plus a copy in their email and a two-way message thread.

Before you start

You need a finished IT Assessment with findings linked to catalog services — that’s the previous tutorial. The linking matters: it’s what makes Step 2’s catalog path one click instead of manual assembly.

You also want your hourly rate and default VAT rate set under /settings/finance. They’re prefilled into every quote, so set them once.

Step 1 — Start the quote from the IT Assessment

Open the finished IT Assessment and start a quote from it. Don’t start from a blank quote — starting from the IT Assessment is what carries the findings-to-service links across.

Step 2 — Choose the path

There are two ways from an IT Assessment to a draft quote:

  • Catalog path — pick one of your package templates. MSPercury expands it into line items and multiplies the quantities from the project’s workstation / server / user counts (the numbers you entered in Step 3 of the IT Assessment). This is the fast path when the findings map cleanly to packaged services.
  • AI-effort path — if you’ve worked the AI-generated tasks on the kanban board, the AI-effort card takes each accepted task’s estimated hours, multiplies by your hourly rate, and drops them in as ad-hoc line items. This is the path for project work that isn’t a standard package.

You can use both — start from a package, then add AI-effort lines on top.

Step 3 — Adjust line items, quantities, prices

The draft quote is yours to shape. Change quantities, override prices per line, remove items, add a free-text line. Nothing here is locked — the catalog gave you a sensible starting point, not a contract.

Watch the total: VAT is applied at your default rate, and the gross is shown as you edit.

Step 4 — Add the footer and terms

The quote PDF carries your workspace’s quote footer (set under /settings) — your legal footer, payment terms, whatever you put there. Check it reads right for this customer before you send.

If the customer’s preferred language differs from yours, the PDF renders in their language automatically — a Spanish customer gets a Spanish quote even when you operate the workspace in German. It’s a real translation of the template, not a machine translation of your German quote.

Step 5 — Send it

Hit Send. Two things happen:

  • The customer gets an email with a share link — a postal-code-gated, time-limited URL that opens the quote in their browser, no MSPercury account needed. The email reads as Your MSP (via MSPercury), so they see your name, not ours.
  • The quote is now live in your pipeline and counts toward dashboard MRR once accepted.

Step 6 — Track the reply

Each quote carries a two-way message thread. When the customer replies, it lands as an unread bubble on the quote’s detail page — and, if you’ve opted in under /settings/notifications, as a Web Push notification even with the tab closed.

Stuck on what to write back? The ✨ Draft reply button reads the recent thread and pre-fills a polite, on-tone response. You always review and post it yourself — nothing auto-sends.

After the customer accepts

When a quote is accepted, the signed PDF is frozen forever — it’s the audit reference, and it’s never touched again.

The live record stays editable, though. Renegotiate a monthly price three months later? Edit the live quote; dashboard MRR follows the new number, and the detail page shows an “Edited after acceptance” banner. The customer’s original signed PDF in their inbox stays exactly as it was.

What’s next

Common questions

  • Can I send a quote without running an IT Assessment? Yes — start a blank quote and add catalog items directly. You just lose the auto-mapped findings.
  • Does the customer need an account to see the quote? No. The share link opens in any browser. An account is only for operators.
  • I sent the wrong quote — can I unsend it? You can’t recall the email, but you can edit the live quote and send an updated link. Until the customer accepts, nothing is frozen.