How to create a Quote


Quotes are used to give your prospective customers a clear understanding of the cost of your services. Add Products to the Quote and email the Quote PDF to your clients for review.

You can create multiple Quotes, which will be recorded in the Related tab of the Opportunity they are attached to.


Default Fields

How to create a Quote

How to add Products to a Quote

Default Fields

A Quote record’s default fields will be automatically populated based on the data that is pulled from associated records.

Contact Name

When a Quote has been created from an Opportunity, Insightly will populate the Contact Name field from a Contact associated with that Opportunity. If the Opportunity record has multiple associated Contacts, Insightly will sort the Contacts alphabetically and select the first Contact.

If there are no Contacts associated, Insightly will check if an Organization is associated with the Opportunity record.

If there is a Primary Linked Organization associated with the Opportunity and has only one Contact associated with it, the Contact Name field on the Quote will be populated with the Primary Linked Organization’s Contact Name. That Contact’s Primary Linked Organization must match the Opportunity’s Primary Linked Organization.

If the Opportunity has a Linked Contact and Primary Organization with an associated Contact, the Primary Organization’s Contact will be selected.

Phone Number

If the Contact has a Phone Number, the Quote’s phone number field will be populated by that number.

Insightly will check the Contact’s Phone field, Other Phone field, Mobile Phone field, and Home Phone field, in that order. The Quote’s Phone Number field will be populated by the first phone number in that list.

If there is data being drawn from a Primary Organization’s associated Contact and that Contact does not have a phone number or fax number, then that data will be taken from the Primary Organization if available.


If the Contact has an Email Address, the Quote’s Email Address field will be populated by that address.

How to create a Quote

  1. Go to Opportunities. Open your record.

  2. Go to the Related tab. In the Quotes section, click New Quote.

  3. Enter the details of the quote; the Quote Name field will auto populate as the opportunities name and the quote number for the opportunity.

    1. The Organization Name field will auto populate to the organization associated with the opportunity. A different organization can be searched for and selected if applicable (or a new organization can be created); if a new organization is selected, the Billing Address and Shipping Address fields, and the contact will auto update to match the newly selected organization.
  4. Click Save.

How to add Products to a Quote

Once you have created your Quote in Insightly, you can generate a PDF version to send to your prospective client. Don't forget to Sync your Quote with its Opportunity to keep it up to date.

  1. Open the Quote record. Go to the Related tab.

  2. In Quote Line Items, select Add Products.

  3. Set the Price Book.

  4. Click Add Products again.

  5. Add the Products by clicking the plus symbol to the right of their name.If you change a Product's standard price later, your Quote price will not change.

  6. Edit the Sale Price, Quantity, and Discount of the Products.

  7. Click Save Products.

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