The Quotes section is the central place for working with budgets and their outputs. You’ll find all budgets and proposals there, along with every quote (budget PDF) you’ve generated, the positions used in your rate cards, and your default and brand rate cards.
1) Budgets
In the Budgets tab, you have an overview of all budgets in your workspace. This includes active budgets assigned to projects, budget proposals and archived budgets for historical reference.
To find a budget quickly, use the filters to sort by brand, project, date, or approval status (internally approved or client-approved).
From here, you can create a quote, which is the PDF version of a budget. Simply use the + Quote button.
Allfred generates the quote and opens its details, where you can see a live preview and adjust what the PDF shows:
Quote options: date, validity, language, title page, disclaimer, client and brand details, project name and code, and more
Agency work options: whether and how to show positions, item descriptions, hours, VAT and discounts
Expenses options: commissions, quantities, units, item descriptions, VAT and discounts
Legal entity: which of your agency’s legal entities is shown on the quote
Proposals sub-tab
Here you’ll find all budget proposals and templates, and you can create a new project directly from them.
2) Quotes
The Quotes tab lists every quote generated in your workspace. A quote is the PDF version of a budget that you can send to a client. A new quote is added to the list every time you generate one, so a single budget can have several quotes.
For each quote you can see:
Number: the quote’s internal number. You can also use it as an order number for the client.
Brand and Project
Account manager
Budget no.: the budget the quote was generated from
Price and Date
Sent to client: when the quote was sent to the client from Allfred
Client approval: the client’s response, or “Manually approved” with the date if someone approved the quote manually
💡 Use the column icon (|||) in the table header to choose which columns are displayed. Learn more about customizing tables
What you can do with a quote
Use the icons at the end of each row to:
✏️ open the quote detail, where you can change its options, preview it and then save, download or send it
🗑️ delete it
⬇️ download it as a PDF
➤ send it to the client
Client approval
A quote that hasn’t been sent or approved yet has the status Draft in its detail. When you send a quote to the client from Allfred, the client can accept or reject it, and their response appears in the Client approval column. If the client approved the quote outside Allfred, for example by email, you can approve it manually:
Hover over the quote’s row in the list.
Click Approve manually in the Client approval column.
The column then shows “Manually approved” with the date.
Filters
Click Filters to narrow the list by brand, project, internal approval, client approval or date.
💡 Depending on your workspace settings, some actions on quotes may be restricted for certain users. If you can’t edit or approve a quote, contact your admin or our support.
3) Positions
In the Positions tab, you’ll find all positions used in your rate cards, together with the department each position belongs to.
To add a new position, click + New position in the top right corner.
To rename or delete a position, click the three dots (⋮) next to it and choose Edit or Delete.
4) Hourly rates and commissions
Here you’ll find all rate cards in your workspace. A rate card sets hourly rates for positions and commissions for internal, external, media and royalty costs. Rate cards are grouped into Default rate cards, which are used for brands without their own rate card, and rate cards for individual brands.
For each rate card you can see its currency, whether it’s marked as default, and its commissions. Use the search bar to find a rate card by name.
A brand can have several rate cards, but only one of them can be marked as Default. The default rate card is pre-selected automatically when you start a new budget for that brand, and you can still switch to another one while creating the budget. The same applies to Default rate cards: only one of them can be marked as Default.
To create a rate card, click + Add rate card.
To edit, duplicate or delete a rate card, click the three dots (⋮) next to it.
⚠️ Changes to a rate card apply only to newly created budgets. Existing budgets keep their original rates. How to update rates in existing budgets