Quotation Overview
What is Quotation?
Quotation is the formal price proposal you send to customers before confirming a sale. It outlines product details, quantities, pricing, taxes, payment terms, and validity period. Quotations help customers make purchase decisions and serve as the starting point for sales orders once accepted.
Who Uses This?
Sales Executives
Create and send quotations to prospective customers
Sales Managers
Review and approve discount quotations before sending
Accounts Team
Track quoted amounts and conversion to sales orders
Business Owners
Monitor sales pipeline and quotation conversion rates
Key Features
Professional Output
- Branded templates with company logo and details
- GST-compliant format with tax breakup
- Terms & conditions customizable per quotation
- Digital signature support for authorization
- PDF generation for email or print
Smart Automation
- Auto-numbering for quotation references
- Customer data pre-fill from master records
- Tax calculation based on item HSN codes
- Validity tracking with expiry date alerts
- One-click conversion to sales order
How It Works
Typical Workflow
- Create Quotation: Sales team receives customer inquiry and creates quotation with items, quantities, and prices
- Review & Approve: Manager reviews discount levels and terms, approves if within limits
- Send to Customer: System generates professional PDF, sent via email with quotation number
- Customer Decision: Customer reviews within validity period and provides acceptance
- Convert to Order: Once accepted, quotation converts to sales order with single click
- Track Status: Monitor quotation status (Draft → Sent → Accepted → Converted)
Getting Started
| Task | Guide | Time Required |
|---|---|---|
| Create New Quotation | How to Add Quotation | 5 minutes |
| View Quotation Details | How to View Quotation | 2 minutes |
| Edit Existing Quotation | How to Edit Quotation | 3 minutes |
| Convert to Sales Order | Convert to Sales Order | 2 minutes |
Quotation Lifecycle
Draft
Being prepared
→
Sent
Awaiting response
→
Accepted
Customer confirmed
→
Converted
Sales order created
Related Sections
- Customers - Manage customer master data
- Sales Orders - Convert quotations to orders
- Items - Product catalog for quotations
- Invoicing - Generate invoices from orders
Quick Tips
Best Practices
- Set realistic expiry dates based on product availability and price stability
- Include clear payment terms and delivery timeline in every quotation
- Use reference field to track customer's inquiry or RFQ number
- Review quotation PDF before sending to ensure all details are accurate
- Follow up on sent quotations before expiry date to improve conversion
Need help? Contact support at support@bizconnekt.com