Generate Quote and read the breakdown

Where the price comes from

Generate Quote prices the enquiry from your own rates: the service, the vehicle class (or the class of a vehicle already assigned), the route, the hours or days, and any extras you tick. The calculation does not use AI. The same inputs give the same price every time, and the Assistant's quote tool uses the same calculation and is told never to estimate a price itself.

That means a wrong price always has a cause you can find: a missing rate, the wrong class, the wrong service, or hours entered where they do not belong.

Read the breakdown before anything else

After Generate Quote, the Quote Breakdown card shows the Total, the Line Items, and any Warnings and Assumptions. Read it in that order, then read the assumptions against the email. If the breakdown assumed a vehicle class or a duration the client never asked for, the total is answering a different question.

Fix what the warnings point to before the quote leaves the building. The client never sees the warnings; they only see the total.

Fix the inputs, not the total

When the price looks wrong, change the input and select Recalculate Quote. When the rate itself is wrong, correct it in Settings > Services & pricing > Rate cards, so the next enquiry is right too. Typing a figure "from your head" over the result hides the real problem until the next quote.

Use Manual Adjustments for things the rates cannot know: tolls, parking, a ferry crossing, or a discount you agreed. Add a Fee or a Discount with a clear Label, because the client reads that text as its own line on the quote. If an item such as Child Seat is also an extra in your catalog, check that it is not on the quote twice.

When the client already has a price

If the route, date or passengers change after the quote was set, the quote shows Recalculate price required. When the client already holds a sent or accepted version, 4fleet asks Re-price a quote the client already has?. Choose Keep the current price when the price you sent is the one you stand behind, or Recalculate anyway to build a new price from today's rates and route.