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
| Type ID | Name | Description | |---------|------|-------------| | 1 | Product | Physical or virtual products from catalog | | 2 | Cost | Generic cost items | | 3 | Labor | Labor/professional services hours | | 4 | Expense | Expense items | | 6 | Shipping | Shipping and handling | | 11 | Service | Recurring services from catalog | | 12 | ServiceBundle | Service bundles from catalog |
Item Reference Rules
Each quote item must reference exactly one catalog item type:
| Reference Field | Links To | Use When | |----------------|----------|----------| | productID | Product catalog | Hardware, software, one-time purchases | | serviceID | Service catalog | Recurring managed services | | serviceBundleID | Service bundle catalog | Grouped service packages |
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
| Field | Type | Required | Description | |-------|------|----------|-------------| | id | int | System | Auto-generated unique identifier | | name | string | No | Quote name/title | | description | string | No | Quote description | | companyId | int | Yes | Customer company ID | | contactId | int | No | Customer contact ID | | opportunityId | int | No | Linked opportunity ID | | effectiveDate | date | No | Quote effective date (YYYY-MM-DD) | | expirationDate | date | No | Quote expiration date (YYYY-MM-DD) |
Quote Item Fields
| Field | Type | Required | Description | |-------|------|----------|-------------| | id | int | System | Auto-generated unique identifier | | quoteId | int | Yes | Parent quote ID | | name | string | No | Item name (auto-populated from catalog) | | description | string | No | Item description | | quantity | decimal | Yes | Quantity | | unitPrice | decimal | No | Unit price | | unitCost | decimal | No | Unit cost | | unitDiscount | decimal | No | Per-unit discount amount (default: 0) | | lineDiscount | decimal | No | Total line discount amount (default: 0) | | percentageDiscount | decimal | No | Percentage discount (default: 0) | | isOptional | boolean | No | Whether item is optional (default: false) | | serviceID | int | No | Linked service (mutually exclusive) | | productID | int | No | Linked product (mutually exclusive) | | serviceBundleID | int | No | Linked service bundle (mutually exclusive) | | sortOrderID | int | No | Display sort order | | quoteItemType | int | No | Item type (auto-determined from linked item) |
Discount Types
Three discount mechanisms can be applied to quote items:
| Discount Type | Field | Description | Example | |--------------|-------|-------------|---------| | Unit Discount | unitDiscount | Fixed amount off per unit | $10 off each unit | | Line Discount | lineDiscount | Fixed amount off the entire line | $50 off the line total | | Percentage Discount | percentageDiscount | Percentage off the line total | 15% off |
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 customercontactId- Filter by contactopportunityId- Filter by linked opportunitysearchTerm- Search quote name/descriptionpageSize- 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
- Find the company:
autotask_search_companies: { "searchTerm": "Contoso" }- Find the contact:
autotask_search_contacts: { "companyId": <company_id>, "searchTerm": "John" }- Look up products/services:
autotask_search_products: { "searchTerm": "FortiGate" }
autotask_search_services: { "searchTerm": "Managed" }- Create the quote:
autotask_create_quote: {
"companyId": <company_id>,
"contactId": <contact_id>,
"name": "Network Refresh Proposal",
"effectiveDate": "2026-03-01",
"expirationDate": "2026-04-01"
}- 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 }- 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:
| Quantity | Discount | |----------|----------| | 1-9 | 0% | | 10-24 | 5% | | 25-49 | 10% | | 50+ | 15% |
Bundle Pricing
Use lineDiscount to apply a flat discount when selling a bundle of products toget