Operating Ayora Quote Builder

Ayora Quote Builder is where you assemble, review, price, and prepare a legal quote. It brings the key parts of a quote into one workspace: matter details, client and work type information, assumptions, rates, professional fees, disbursements, pricing approach, profitability, analysis, sharing, and client-facing output.

This guide focuses on operating a quote once you are working in Ayora Quote Builder. It does not cover starting from the home agent prompt, though it does explain how to use the agent panel available inside a quote.

Opening a Quote

You can open a quote from several places:

• From Draft Quotes, to continue work in progress.
• From Completed Quotes, to review a read-only historical quote or use it as a precedent.
• From a copied or shared quote link.
• From the agent, when a generated or modified quote is linked back into Ayora Quote Builder.

When a quote opens, the page is split into the quote context, pricing controls, fee tables, and action buttons. Some quotes may be editable, while completed or permission-restricted quotes may open in a read-only state.

Understanding the Quote Workspace

The quote page has several main areas:

Maintaining Matter Details

Use the matter details area to keep the quote aligned with the matter you are pricing.

You can:

• Rename the quote.
• Change the quote status where permitted.
• Select or change the quote currency.
• Select or change the client.
• Review the primary work type and any secondary work types.
• Add or view assumptions.
• View quote characteristics.
• Manage rates.
• Open a quote summary when one is available.

The quote status may be restricted by approval rules. If a status change is blocked, the quote will explain that approval is required or already in progress.

Managing Assumptions, Characteristics, and Rates

Assumptions, characteristics, and rates shape the quote calculation and the way the quote is understood later.

Assumptions capture important pricing caveats or scope notes. These can be included in client-facing output, so they should be clear and suitable for external use where relevant.

Characteristics describe structured matter details, such as deal size, sector, side, complexity, or other fields configured for the work type. They help with quote setup and precedent matching.

Rates determine the fee earner rates used for costing and pricing. Use Manage Rates when the quote needs matter-specific or client-specific rate adjustments, or when rate inflation assumptions need attention.

Reviewing Total Fees and Profitability

The pricing area shows the headline fee position for the quote. Depending on the pricing approach, this may appear as a fee range, a single fixed fee, a percentage-of-value fee, a success/abort fee, a capped fee, or a collar fee.

Common actions include:

• Editing the minimum and maximum total fee to be quoted.
• Reviewing the profit score.
• Checking billing realisation.
• Reviewing rates inflation warnings or assumptions.
• Comparing the quote against similar historical precedents.
• Opening charts and analysis views to test sensitivity.

If precedent data is available, Ayora Quote Builder can show research about similar quotes, including average, lowest, and highest comparable fee values. Use this as a guide rather than as a substitute for commercial judgment.

Configuring Professional Fees

The Professional Fees tab is where the detailed fee build-up lives.

You may see:

• Workstreams.
• Scope items or pricing items.
• Minimum and maximum fees per item.
• Optional items.
• Fee earner or resource allocation.
• Resource rebalancing controls.
• Workstream-level totals.

Use this section to check whether the work being quoted is complete, whether optional items are correctly marked, and whether the resource mix is commercially appropriate.

When changing resource allocation, allow the quote to finish updating before making further changes. The page may show update indicators while changes are being saved.

Adding Disbursements

The Disbursements tab is used for non-professional-fee costs that should be included alongside the quote.

Depending on configuration, you may be able to:

• Add disbursement templates.
• Add or edit disbursement lines.
• Review disbursement totals.
• Compare disbursements separately from professional fees.

Disbursements sit alongside the professional fee calculation but are managed in their own tab so they remain easy to review.

Using Pricing Approaches

Ayora Quote Builder supports several pricing approaches. The available options may depend on the quote, feature flags, and your organisation's configuration.

Common approaches include:

Use the pricing approach controls when you need to move beyond a standard fee range or compare alternative commercial structures.

Using Profitability and Analysis Tools

The quote actions include tools for checking and improving the commercial position of a quote.

You may have access to:

• Add Discount for quick or exact percentage discounts.
• Maximise Profitability for profitability-focused adjustments.
• Pricing Approach controls for alternative fee arrangements.
• Scenarios for comparing saved or generated pricing scenarios.
• Analysis for reviewing resourcing and pricing detail.
• Sensitivity charts for modelling how fee or hour changes affect profitability.

These tools are most useful before sharing the quote externally or moving a quote into a final status.

Using the Agent Inside a Quote

Ayora Quote Builder includes an agent panel that can be opened from the quote page. This quote-scoped agent is different from the main agent entry point on the home screen: it works in the context of the quote you already have open.

Use the in-quote agent when you want help to:

• View quote details, including name, status, currency, totals, and characteristics.
• Review pricing items and their fee structures.
• Check fee earner resourcing and contributions.
• Suggest or apply supported quote updates, including quote-level fields, pricing items, fee earner contributions, and workstream scope or assumptions.
• Explore assumptions, characteristics, discounts, pricing approaches, resourcing, or alternative fee arrangements.
• Continue a quote-related conversation without leaving the quote page.

On larger screens, the agent opens as a side panel. On smaller screens, it opens as a full-screen panel. You can close it and return to the quote at any time.

The agent can also trigger helpful actions in the Ayora Quote Builder interface, such as adding a discount, maximising profitability, viewing resourcing or characteristics, exploring alternative fee arrangements, or inviting collaborators to the quote. If the agent updates the quote, review the changed sections before relying on the result.

Sharing, Copying, Exporting, and Deleting

The Manage Quote actions help you move the quote into the next stage of work.

Available actions can include:

• Use for New Quote to copy the quote and use it as a starting point.
• Share Quote to invite collaborators or provide access.
• Export to Excel when enabled for your organisation.
• Delete Draft when the quote is still a draft and you have permission.

Completed or historical quotes may be read-only. To make changes from a completed quote, use it for a new quote rather than editing the original.

Preparing Client Correspondence

Where available, the client correspondence tools help prepare a fee proposal from the quote.

The generated content can include:

• The total fee estimate.
• Workstream or scope-item fee breakdowns.
• Optional item indicators.
• Assumptions.

Before sending anything to a client, review the copied or generated content carefully. Check that the fee range, optional items, assumptions, and wording match the intended commercial position.

Working with Precedents

Completed quotes can be used as precedents for new pricing work. From Completed Quotes, search and filter historical quotes by client, work type, characteristics, fee range, workstreams, pricing items, lead fee earners, and other configured fields.

When you find a useful precedent, you can open it for review. If it is suitable as a starting point, use Use for New Quote to create an editable copy.

Precedents are most helpful when the work type, characteristics, scope, and client context are similar. Always check the copied quote before using it as the basis for client-facing pricing.

Recommended Operating Sequence

For most quotes, use this sequence:

1. Confirm the quote name, client, currency, work type, and status.
2. Review characteristics and assumptions.
3. Confirm rates and any rates inflation assumptions.
4. Review professional fees, scope items, optional items, and resource allocation.
5. Add or confirm disbursements.
6. Review total fees, profit score, billing realisation, and precedent research.
7. Test pricing approaches, scenarios, or analysis where needed.
8. Use the in-quote agent for targeted help or guided changes.
9. Share, export, copy, or prepare client correspondence.
10. Move the quote forward only after reviewing the final fee position.

Troubleshooting