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.

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 toget