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Overview

Instant Pricing and Quoting automatically calculates service quotes based on predefined pricing rules, saving time and ensuring consistent pricing across your lead intake forms. With Instant Quoting enabled, clients can receive and book quotes immediately upon form submission.

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Video Tutorial

Watch this step-by-step guide on setting up Instant Quoting:

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Setting Up Service Pricing

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Step 1: Create or Edit a Service

Go to Services & items in the sidebar and either create a new service or edit an existing one. In the service editor, you’ll find the Pricing Configuration section with the following options:
Pricing Configuration UI showing fields for Base Price, Hourly Rate Per Staff, Price Per Guest, and Minimum Price
  • Base Price: Starting price for the service before any adjustments
  • Hourly Rate Per Staff: Rate charged per staff member per hour
  • Price Per Guest: Additional charge that scales with guests. On the service pricing page you can choose Per guest (rate × guests) or Per guest per hour (rate × guests × hours).
  • Minimum Price: The lowest price that will ever be quoted for this service
The Minimum Price threshold ensures you never quote below your cost basis, protecting your business’s profitability.

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Example Calculation

For an event with:
  • 2 staff members
  • 3 hours duration
  • 50 guests
The total price would be calculated as:
The Guest Component depends on the guest pricing mode set on the service: either (Price per guest × Guests) or (Price per guest × Guests × Hours).
If the calculated total is less than the Minimum Price, the system will automatically use the Minimum Price instead.

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Setting Default Pricing Rules

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Step 1: Choose a Default Service

  1. Go to Forms and open your lead intake form.
  2. Click the Form settings gear in the editor header.
  3. Under General, choose a Default service. Your selection saves automatically.
Flashquotes uses this service when a customer doesn’t select one. Instant Quoting needs a default service even if your form includes a Services question.

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Step 2: Configure Quoting Mode

Close Form settings and return to Build. Open the Quoting mode picker in the toolbar and choose:
  • AutoDraft: creates a draft quote for you to review and send.
  • Instant Quoting: shows customers their quote as soon as they finish the form.
Instant Quoting requires the Flashquotes Pro plan. If no default service is set, click Choose in Form settings to add one first.

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Step 3: Choose Your Pricing Approach

There are two ways pricing works with forms, depending on whether you have a service selection question:

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Forms WITH Service Selection Questions

When your form includes a service selection question:
  • Pricing comes from the service the customer selects
  • Works for both AutoDraft and Instant Quoting
  • The default service is only used if no service is selected
  • Each service can have different pricing rules

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Forms WITHOUT Service Selection Questions

When your form doesn’t include service selection:
  • All quotes use the default service in Form settings
  • This creates “fixed pricing” where every quote follows the same pricing rules
  • Simpler setup for single-service businesses
Not sure which approach to use? Single service businesses often prefer fixed pricing, while multi-service businesses benefit from service selection questions.

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Step 4: Test Your Form

Click Preview in the editor header. Try different service selections and confirm the resulting quotes use the pricing you expect.
Make sure to test your pricing configurations with different combinations of staff, hours, and guest counts before enabling Instant Quoting. If using a service selection question, test with each available service option.

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How It Works

When Instant Quoting is enabled:
  1. Client submits your lead intake form
  2. System determines pricing source:
    • With service selection question: Uses the service the customer selected
    • Without service selection question: Uses the fallback service configured in settings
    • No service selected: Falls back to the configured default service
  3. Calculates the price using the selected service’s pricing rules:
    • Base price + (Hourly rate × Staff × Hours) + guest component (per guest or per guest per hour, depending on the service’s guest pricing mode)
    • Applies minimum price threshold if calculated total is lower
  4. Automatically redirects client to quote presentation page
  5. Client can review the quote and click “Book Now” immediately
The pricing calculation is identical for manual and instant quoting - the only difference is when the quote gets presented to the customer.
Instant Quoting creates a seamless experience where clients can inquire, receive a quote, and book all in one visit to your website.

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Best Practices

Before enabling Instant Quoting:
  • Test different combinations of staff, hours, and guest counts
  • Verify calculations align with your business model
  • Check that minimum prices are being applied correctly
Stay competitive and profitable by:
  • Periodically reviewing your pricing configurations
  • Adjusting rates based on market conditions
  • Updating minimum prices as costs change
Maximize flexibility with:
  • Different services for various event types
  • Unique pricing configurations per service level
  • Specialized rates for premium offerings

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Important Notes

Instant Quoting requires careful configuration of your pricing rules to ensure accuracy based on the duration and guest count for each day. Consider starting with AutoDraft to verify your pricing rules before enabling Instant Quoting.

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Next Steps

After setting up Instant Pricing and Quoting: