Autotask Quotes

Autotask Quote Management

Overview

Quotes are formal pricing proposals sent to customers for products, services, and service bundles. Each quote contains line items that reference catalog entries (products, services, or service bundles) with quantities, pricing, and optional discounts. Quotes are typically linked to opportunities in the sales pipeline and can be converted to contracts or projects upon acceptance.

Anti-triggers

• Quotes in Kaseya Quote Manager — a separate Kaseya product with its own quote → section → line hierarchy and sales orders, shipped as a separate plugin; use kaseya-quote-manager-quotes.
• The catalog entry behind a line item — product, service, bundle, and price-list definitions live in autotask-product-catalog.
• What the client is billed after acceptance — recurring services move onto an agreement; use autotask-contracts.

Key Concepts

Quote Structure

Quote (Header)
├── Quote Item: Product A (qty: 5, $100/ea)
├── Quote Item: Service B (qty: 1, $500/mo)
├── Quote Item: Service Bundle C (qty: 10, $50/ea)
└── Quote Item: Optional - Extended Warranty (optional)

Quote Item Types

Item Reference Rules

Each quote item must reference exactly one catalog item type:

These are mutually exclusive - set only one per line item. The quoteItemType is auto-determined when you link a catalog item.

Field Reference

Quote Fields

Quote Item Fields

Discount Types

Three discount mechanisms can be applied to quote items:

Calculation order: Unit discount is applied first (reduces unitPrice), then line or percentage discount is applied to the subtotal.

MCP Tool Reference

Create a Quote

Tool: autotask_create_quote
Args: {
  "companyId": 67890,
  "name": "Network Refresh - Contoso Ltd",
  "description": "Hardware and managed services quote for office network upgrade",
  "contactId": 11111,
  "opportunityId": 22222,
  "effectiveDate": "2026-03-01",
  "expirationDate": "2026-03-31"
}

Required: companyId only. All other fields are optional but recommended.

Add a Product Line Item

Tool: autotask_create_quote_item
Args: {
  "quoteId": 55555,
  "productID": 100,
  "quantity": 5,
  "unitPrice": 1299.00,
  "unitCost": 850.00,
  "description": "FortiGate 60F firewall"
}

Add a Service Line Item

Tool: autotask_create_quote_item
Args: {
  "quoteId": 55555,
  "serviceID": 200,
  "quantity": 25,
  "unitPrice": 45.00,
  "description": "Managed Endpoint Protection - per device/month"
}

Add a Service Bundle Line Item

Tool: autotask_create_quote_item
Args: {
  "quoteId": 55555,
  "serviceBundleID": 300,
  "quantity": 1,
  "unitPrice": 2500.00,
  "description": "Complete Managed IT Package"
}

Add an Optional Line Item

Tool: autotask_create_quote_item
Args: {
  "quoteId": 55555,
  "productID": 150,
  "quantity": 1,
  "unitPrice": 499.00,
  "isOptional": true,
  "description": "Extended 3-year warranty"
}

Apply Discounts

Tool: autotask_create_quote_item
Args: {
  "quoteId": 55555,
  "productID": 100,
  "quantity": 10,
  "unitPrice": 1299.00,
  "percentageDiscount": 10,
  "description": "FortiGate 60F - volume discount"
}

Update a Quote Item

Tool: autotask_update_quote_item
Args: {
  "quoteItemId": 77777,
  "quantity": 8,
  "unitPrice": 1199.00,
  "percentageDiscount": 15
}

Delete a Quote Item

Tool: autotask_delete_quote_item
Args: { "quoteItemId": 77777 }

Search Quotes

Tool: autotask_search_quotes
Args: {
  "companyId": 67890,
  "searchTerm": "network",
  "pageSize": 25
}

Filters:

• companyId - Filter by customer
• contactId - Filter by contact
• opportunityId - Filter by linked opportunity
• searchTerm - Search quote name/description
• pageSize - Results per page (default 25, max 100)

Get a Quote

Tool: autotask_get_quote
Args: { "quoteId": 55555 }

Search Quote Items

Tool: autotask_search_quote_items
Args: {
  "quoteId": 55555,
  "pageSize": 50
}

Get a Quote Item

Tool: autotask_get_quote_item
Args: { "quoteItemId": 77777 }

Common Workflows

Build a Complete Quote

1. Find the company:

autotask_search_companies: { "searchTerm": "Contoso" }

2. Find the contact:

autotask_search_contacts: { "companyId": <company_id>, "searchTerm": "John" }

3. Look up products/services:

autotask_search_products: { "searchTerm": "FortiGate" }
autotask_search_services: { "searchTerm": "Managed" }

4. Create the quote:

autotask_create_quote: {
  "companyId": <company_id>,
  "contactId": <contact_id>,
  "name": "Network Refresh Proposal",
  "effectiveDate": "2026-03-01",
  "expirationDate": "2026-04-01"
}

5. Add line items:

autotask_create_quote_item: { "quoteId": <quote_id>, "productID": <id>, "quantity": 5 }
autotask_create_quote_item: { "quoteId": <quote_id>, "serviceID": <id>, "quantity": 25 }

6. Review the quote:

autotask_search_quote_items: { "quoteId": <quote_id> }

Link Quote to Opportunity

autotask_create_quote: {
  "companyId": 67890,
  "opportunityId": 22222,
  "name": "Q1 Hardware Refresh"
}

Adjust Pricing on Existing Quote

autotask_update_quote_item: {
  "quoteItemId": 77777,
  "unitPrice": 1099.00,
  "percentageDiscount": 5
}

Remove a Line Item

autotask_delete_quote_item: { "quoteItemId": 77777 }

Pricing Strategies

Volume Discounts

For bulk purchases, use percentageDiscount:

Bundle Pricing

Use lineDiscount to apply a flat discount when selling a bundle of products together:

autotask_create_quote_item: {
  "quoteId": 55555,
  "productID": 100,
  "quantity": 5,
  "unitPrice": 1299.00,
  "lineDiscount": 500.00,
  "description": "FortiGate 60F - bundle price"
}

Optional Upsells

Mark add-ons as optional so the customer can see the value without commitment:

autotask_create_quote_item: {
  "quoteId": 55555,
  "serviceID": 250,
  "quantity": 1,
  "isOptional": true,
  "description": "24/7 Premium Support (optional upgrade)"
}

Error Handling

Best Practices

1. Always link to an opportunity - Quotes tied to opportunities flow through the sales pipeline
2. Set effective and expiration dates - Creates urgency and prevents stale pricing
3. Use catalog items - Link to products/services/bundles rather than generic cost items for accurate reporting
4. Include optional items - Show value-add options without inflating the base price
5. Use sort order - Set sortOrderID to control presentation order
6. Look up pricing first - Use autotask_get_product or autotask_get_service to check current catalog pricing before quoting
7. Review before sending - Use autotask_search_quote_items to verify all items and totals

Related Skills

• Autotask Product Catalog - Products, services, and bundles
• Autotask CRM - Companies and contacts for quote recipients
• Autotask Contracts - Converting quotes to contracts
• Autotask API Patterns - Query builder and authentication