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💳 Stripe Setup

Flashquotes requires a connected Stripe account for handling payments and invoices.
  1. Navigate to the Settings page.
  2. Under General, find the Payment Gateway section.
  3. Click Connect.
  4. Follow the instructions to connect your existing Stripe account or create a new one.
Once connected, you will see a green indicator confirming that Stripe is successfully linked.Stripe Connected

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⚙️ General Settings

Locations represent the headquarters or warehouse where your resources and team are based.
  1. Go to General Settings.
  2. Click the + Add location button to add your locations.
  3. Add as many locations as needed for your operation.
Add Location
Locations will help in identifying which warehouse will be supporting an event, will be associated with your staff and resources, and can be used to build dynamic timelines so that your team always shows up on time.
In General Settings, configure default timelines for key event stages like “Loading time” and “Setup time.”These defaults are used to generate dynamic event timelines for all your events.
Have a one-off event that needs a different timeline? No worries - you can change the timeline for any specific event as needed.
Upload your logo and set a primary color in Branding Settings.
  • Your logo will appear on customer-facing pages like quotes and invoices.
  • The primary color personalizes your app’s buttons and icons.

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🚛 Resources

Add core resources like coffee carts, bar carts, vans, and trailers to link them to events in the app. This unlocks awesome features like real-time availability and insights into resource utilization.
Resources like coffee carts, bar carts, vans, or trailers can be added on the Resources tab under Services & items.
  1. Click + Add Resource.
  2. Name and categorize the resource.
  3. Assign it to a location and set its availability for events.
Missing a location when trying to add a resource? Just add your locations and they’ll become available for resource assignment.

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👥 Staff

By adding your staff, you enable these team members to be linked to events throughout the application and help avoid double booking your staff for upcoming events.
Add your team members in the Staff section.
  • Assign roles (e.g., “Barista”) and locations.
  • Ensure contact information is complete for easy event coordination.
Missing a location when trying to add staff? Just add your locations and they’ll become available for staff assignment.

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📋 Forms

Forms allow you to build custom and flexible experiences to collect important information from your customers. This is especially important when allowing your customers to book your services.
Configure the form used to collect customer information during the booking process.
  1. Go to Forms.
  2. Click on the auto-generated New Booking Form.
  3. Update, add or delete form questions as needed.
Remember to Publish your form once it’s ready.
Payment terms are configured directly on quotes in the Booking Flow section. See our Booking Flow guide.
Share your lead intake form on social media or embed it on your website to receive quote requests from new contacts.
  1. Go to Forms.
  2. Click on the auto-generated New Lead Intake Form.
  3. Configure form questions and settings.
  4. Choose how to share your form:
    • Share Link: Click the Publish tab to create a shareable link perfect for Instagram link-in-bio
    • Embed on Website: Click Embed Form to get the embed code for your website
  5. Follow the instructions for your chosen method.
Remember to Publish your form once it’s ready.
New to Flashquotes? Start with a share link - no website required! Perfect for Instagram and social media.

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✅ Checklists

Saved checklists make sure your admin and event teams complete the right tasks for every event you book. Create separate defaults for internal admin work and staff-facing event briefs.
In Checklist Settings, create your default Admin checklist. These tasks are added to the Overview section of each new event and appear in the Events section. Set how many days before the event each task is due so the team can complete it on time.
Have an event that requires a unique task? Just add or edit admin tasks in the Overview section of the event.
In Checklist Settings, create your default Event brief checklist. Its tasks are added to each new event and appear in the public event brief you share with your event team.Each task can be assigned to a stage of the event brief, such as “Prep & Loading” or “Service,” and can include an optional quantity and unit. Drag tasks into the order your event team should complete them.
Have an event that requires a unique task? Just add or edit event brief tasks in the Event brief section of your event.
Use Markdown in a task description to add links, emphasis, lists, or headings. For example, [Setup guide](https://example.com) creates a link, and **Important** creates bold text.
Learn more about saved checklists →

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✨ Add-Ons

Use add-ons for all the extra services and customizations that your customers can add to their order beyond your basic service offering. These add-ons will be used throughout Flashquotes, including your quote line items, event details and event brief, invoice line items, etc.
On the Add-ons tab under Services & items, create add-on services that customers can add to their order.
  1. Click + Create Add-On.
  2. Add a name, description, price type (e.g., “Flat Price”, “Per Guest”, or “Per Unit per Guest”), and price for each add-on.
The price types are especially helpful in auto-calculating the appropriate add-on price as you’re preparing quotes for your customers.

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📨 Email accounts

Use our Google Integration to send emails to your customers from your own email address. Go to Integration Settings in Flashquotes and click + Add account to get started.

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🎯 Flashquotes AutoDraft

Save time with AutoDraft - automatically pre-build draft quotes from every new inquiry. Set up AutoDraft →

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📬 Send Your First Quote

Let’s walk through how to send a quote from Flashquotes.
  1. Go to the Contacts page.
  2. Click New contact and enter the contact’s details.
  3. To continue building a quote, click Create and add quote. If you only want to add the contact, click the dropdown arrow and select Create and finish.
Create Contact
  1. From the Pipeline page, click New quote to create a new quote.
  2. Input the Address, Service Location, Date and Time and click Create.
  3. You’ll land on the quote editing screen. From here you can:
  • add line items, discounts, and taxes
  • add / edit details about the event service
  • customize the look of the quote view
Learn how to configure your quote template for a modern, conversion-optimized experience that can boost your booking rates.
Create Quote
  1. When you’re ready to send it, click Send quote. You’ll need to choose one of your booking forms to link to the Book my event button.
  2. Click Send. An email version of the Quote will be sent to the contact with a link to instantly book.
  3. Sit back and wait for the bookings to roll in!
Edit Quote

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Questions?

Contact us at support@flashquotes.com.