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Auto-generated Documents & PDFs

What's on the Quote PDF

What prints on a Quote PDF — invoice-style pricing, a full page per drawing and your Terms — plus when MonuDesk files one on the order and when it stops showing in the customer portal.

Written By Dennis Rodin

Last updated 9 days ago

The Quote PDF is a clean, customer-ready price quote you can generate from any order. Find it on the order's Document Generation menu, by clicking Generate Quote. When you generate it, a Notify the customer checkbox in the generate popup (or a timed prompt in the bottom-left corner when no popup appears) lets you email the client a link to view the document.

Regenerating replaces the old quote. An order has one current quote. Generate it again after a price change and the previous copy is removed from the order's Files section rather than sitting beside it, and the replacement is labelled with its version: the second copy's name starts with V2, the third with V3. The first generation is unmarked. This is what stops a customer opening a superseded quote in the Customer Portal. Invoices and contracts behave the same way; receipts and purchase orders still stack.

When you save an edit to an order that already has a quote, the edit confirmation lists every change and offers an Update the [documents] to match checkbox. Ticked, MonuDesk regenerates those documents with the new figures and the new version replaces the old one in the Customer Portal. Unticked, the stored documents keep the old figures.

Note: Because it carries pricing, the Generate Quote button only appears for users who can see prices and create financial documents. If you don't see it, ask an admin to check your role.

How the Quote is built

The Quote uses the same render as your Invoice, titled Quote instead of Invoice, and then adds a Terms page at the end. Its header shows the Order Number where the invoice shows its Invoice Number (such as ORD-53-1, or RE-00001 for a company in Germany, Austria or Switzerland). So you get the full line-item pricing of an invoice plus your standard terms and conditions, all in one document. The header's Order Type lists what the order holds (Monument, Service and Accessory, made plural when there is more than one), for example Monument and Services; an accessory-only order reads Accessory.

Two small things set the Quote apart from the Invoice and the Contract:

  • It hides the salesperson: there is no Served By line.

  • It has no Customer Initials line and no signature block. The Contract ends with a two-party block headed ACCEPTED AND AGREED, a ruled Purchaser Signature row and a ruled <Your company> - Authorized Signature row, each with its own dated rule. The Quote does not get that block. On the built-in default terms it finishes with a plain Signature: ______ line, which is not a place for two parties to sign. That is the real difference: the Contract is meant to be signed by both sides, the Quote is for review.

Line items and totals

The item table lists everything on the order. For monument lines you'll see Item, Material / Color, Size, Finish, Qty., and Amount. Service lines show a Description in place of the material and finish columns. A service priced By Letter Count or By Quantity shows its letters or pieces in Qty. and the unit price in Amount, with the same total. An optional Litho column appears only when there's lithochrome work to show, and is dropped when it's empty.

Stones print first, then services, then accessories. When an order carries two or more stones or services between them, every group gets its own heading: STONE A, STONE B (just STONE when there is only one stone), each service under its own name or SERVICE A, SERVICE B (just SERVICE when there is only one), and ACCESSORIES. An order with one stone and no service, or one service and no stone, prints no group headings.

A service-only or accessory-only order prints no stone line. Accessories added to a service order (a vase, photo, etching, urn, QR code or vault) print on the quote and count in its total, and a vault line shows its brand, size and material. An enabled urn, QR code or vault row with no name, material, size or capacity and a $0 price is left off.

A stone's die and its base each get their own line, with their own amount, by default. The stone row and the Base row each carry their own color, size and finish, and the two lines add up to the stone's total, the die price plus the base price, so printing them separately does not change the subtotal, the tax or the total on your price summary. A stone you never priced a base for stays on one line, and a stone that also has a sub-base prints as one stacked row reading Die, Base and Sub-base together.

Your company setting is How stones are itemised on the Settings → Stone Itemisation page: a Standard stones dropdown, One line or Two lines, set to Two lines by default, and a Custom stones dropdown, One line, Two lines or No inventory item, set to One line by default. Once QuickBooks Online (QBO) is connected, Settings → Integrations → Inventory sync carries a read-only "How stones are itemised" note repeating the current values, with a link to Settings → Stone Itemisation. The choice is stamped onto a quote when the quote is created, so a quote your customer already holds keeps the format it was written with, and changing the setting only affects orders you create from then on.

Totals run in this order: subtotal, then sales tax (labeled with the rate, e.g. Sales Tax (5%)), then the total, then any deposit and balance. A company in Germany, Austria or Switzerland that sets How totals are shown (Settings → Taxes) to gross for this kind of customer prints Net amount, VAT and Total incl. VAT instead.

Anywhere a value is missing, the Quote prints Not specified rather than leaving a blank.

Descriptions and notes print exactly as typed, with their line breaks, blank lines and spacing, and a tab prints as spaces. A long item table continues on the next page under a repeated header row, and the totals stay together.

The Additional Details box

Below the items, a quote generated without drawings prints an Additional Details box in place of the drawing pages, carrying the inscription and finish information for the monument.

When the order carries an image or a saved cemetery location map, Generate Quote opens a picker first. Under Select images you can untick every image and still press Generate; the dialog then reads "No images selected — the quote will carry the order's inscription details instead of a drawing." Ticking only the cemetery map counts as no drawings, so that quote prints Additional Details plus the map in its own Cemetery Location box. Include a drawing and the drawing pages take that space instead.

  • Each decedent appears under a Decedent header (or Decedent 1, Decedent 2… when there are several), with a Lettering sub-header.

  • Fields shown are Given Names, Surname (with (both sides) appended when the surname carries to both sides), Dates (as birth – death), Additional Text, and Facing.

  • With two or more decedents, these lay out in two columns to save space.

  • Only fields that actually carry text are printed, so a decedent with nothing filled in is left out of the box. Only the inscription content prints on a customer document: the engraving styles you picked stay on the shop ticket.

  • A Finishes: line is added for a stone whose finish is not a recognizable short code, printing that finish's per-face breakdown, for example F: Polished | B: Steeled | E: Rock. On an order with more than one stone the line is prefixed with that stone's letter, so it reads Finishes: Stone A and then the breakdown. A clean code such as P5 already reads in the item table, so it is not repeated here.

  • A free-text etching description prints in the box as well, in the form Etching (style): description.

  • With no inscription text, no custom finish and no etching description on the order, the whole Additional Details section is left off the quote.

The Terms page

The last page is your Terms and Conditions, the same terms layout used on the Contract, but without the Contract's two-party ACCEPTED AND AGREED block. On MonuDesk's built-in default terms the page still ends with a single Signature: ______ line. It's headed by your company name and TERMS AND CONDITIONS, with the banner *** PRICE DOES NOT INCLUDE ADDITIONAL LETTERING AT A LATER DATE ***.

If you've saved custom contract text in Settings → Documents, that text is used here; otherwise the built-in default terms are shown. Custom text prints exactly as you wrote it, so on the Quote whether a signature line appears at all is down to your own wording.

A company in Germany, Austria or Switzerland gets the German terms on the quote as well, whatever language the company works in. The right-of-withdrawal notice that companies in Germany get prints on the contract only.

Every page of the Quote ends with your company name in bold above Powered by MonuDesk, centered at the bottom, with the page number in the bottom-right corner (for example 1/2, 2/2). This branding and pagination is shared across all of MonuDesk's generated documents.

The Quote also carries your logo, if you have uploaded one. Upload a company-wide logo in Settings → Company Profile, or give a single office its own in Settings → Office Locations, on that location's Logo field. An office's own logo wins over the company logo, and an office with no logo of its own falls back to the company logo. The same field sets where the logo prints, Left, Center or Right, with a mock document preview showing where it will land. Left placement shifts the document title across to the right. How big the logo prints is set by the Size on documents slider on the same field, and the preview updates as you drag. Each location in Settings → Office Locations has the same controls, so an office can carry its own size. To swap the image, click the logo thumbnail itself; Delete clears it. The logo prints on every document MonuDesk generates: the Invoice, Contract, Receipt, Shop Ticket, Purchase Order and Foundation Order as well as the Quote. With no logo anywhere, your documents print without one.

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