Start Here

Configure business and quote defaults

Business and general defaults help new quotes start with consistent customer-facing information.

These settings belong to the active workspace. Configure them separately when different workspaces represent different businesses or departments.

Business identity

In Settings → Business, review the information that may appear in customer-facing output:

  • business name;
  • primary contact first and last name;
  • contact email and phone;
  • your role;
  • business type;
  • country and relevant business identifier;
  • business address;
  • default email signature.

Use details that customers should see. Do not enter private notes or credentials in customer-facing fields.

Country and business identifiers

Choose the country that reflects the business issuing the quote. This helps Kwantflow use suitable defaults for identifiers, tax wording, and regional presentation.

Review any business identifier before export. The label and expected value vary by country and organisation.

Currency and measurement style

In Settings → General, choose the normal:

  • currency;
  • metric or imperial measurement style;
  • date format.

These defaults improve consistency, but individual catalogue records and commercial inputs still need the correct unit and currency.

Changing a workspace default does not make unlike values interchangeable. For example, a price per kilogram cannot be treated as a price per tonne without a deliberate conversion.

Tax defaults

Set the normal tax rate for quotes issued by this workspace.

Before issuing a quote, confirm that the rate and tax treatment are correct for the customer, goods or services, and jurisdiction. A workspace default is a convenience, not tax advice.

Quote numbering and validity

Configure:

  • the normal quote-validity period;
  • the quote-number prefix;
  • the quote-number format.

Use a stable convention that your team can recognise and reconcile with its wider business process. Avoid changing numbering conventions casually after quotes have already been issued.

Default commercial wording

You can prepare reusable defaults for:

  • payment wording;
  • inclusions;
  • exclusions;
  • terms and conditions.

These values provide a starting point for new quote output. Review and edit them for the current RFQ whenever scope or commercial conditions differ.

Keep the wording concise and approved by the business. Do not rely on a default exclusion to compensate for an unclear estimate.

Email signature

The workspace email signature is appended to outgoing quote emails.

Keep it suitable for the business represented by that workspace. Review it after staff, role, phone, address, or branding changes.

What changes affect existing work?

Defaults mainly guide new or newly prepared output. Previously exported quote revisions remain historical commercial snapshots.

When a business setting changes:

  1. review any quote still in progress;
  2. confirm the current PDF and email output;
  3. create a new revision when issued commercial information changes;
  4. preserve earlier exports as the record of what was issued at that time.

Multi-workspace example

One installation manages an Australian fabrication business and a separate New Zealand services business.

Each workspace can have its own business identity, currency, tax wording, measurement style, quote numbering, commercial defaults, email connection, and signature. Switching workspaces changes the active business context without combining their RFQs or records.

Review checklist

Before the first live quote from a workspace, verify:

  • business and contact identity;
  • address and identifier;
  • currency and measurement style;
  • date and tax settings;
  • quote numbering and validity;
  • payment, inclusion, exclusion, and terms wording;
  • email signature;
  • a sample exported quote.