View and manage a quotation
Open any quotation to see its status, preview it, email or print it, record the customer's answer, or turn it into a sales order. Everything starts from Sales › Quotation.
Video coming soon: Tour of the Quotation listThe list
Each row is one quotation. By default you see Quote#, Quote Date, Customer Name, Expiry Date, Status, Amount and Sales Person. Use the column chooser in the table header to show more, such as Reference, Payment Terms, the tax number, the addresses, or who created and last changed it. You can sort by Quote#, Quote Date, Customer Name, Expiry Date, Status, Amount, Created At and Updated At; the list opens newest first. Use the search box and the date range to narrow it, and the upload icon in the list footer to bring quotations in with Bulk Import, which needs create access to Bulk Import as well as to quotations. The list has no spreadsheet export; download or print each quotation as a PDF from its row menu. A quotation cannot be deleted on the web.
Click the arrow at the start of a row to open its tabs.
Tabs under each quotation
| Tab | Shows |
|---|---|
| Items | Item Details, Qty, Unit Price, Discount(%), Tax Rate, Tax Amount and Amount. |
| Documents | Files attached to the quotation. |
Actions
Preview
Click View on a row to open the quotation as a PDF preview, with the list beside it. Tabs above the preview hold the quotation's Emails, Follow-ups, Chat and Attachments. The preview also has a Create SO button.
Edit
Click Edit on a row. It opens the same form as Add a quotation, with Update in place of Add. An expired quotation cannot be edited, and the reason shows on the button. Editing keeps the quotation's status, so fixing a typo on an approved or rejected quotation does not send it back to Sent. A Draft, or a quotation that is waiting for approval or was rejected by an approver, is sent when you click Update. Save always saves it as a Draft.
Print, download and email
Open the row's menu (the three dots): Download PDF, Print PDF and Send Email to Customer. Attach adds files after the quotation is created. Sending an email needs permission to create emails. Adding a quotation does not email it, so send it from here.
Record the customer's answer
Once the customer replies, choose the matching option in the row menu: Mark as approved, Mark as rejected or Mark as expired. To go back to sent, choose Mark as sent. Only the options that fit the current status are offered.
Create a sales order
Choose Create Sales Order in the row menu, or Create SO in the preview. The sales order form opens with this quotation as its source, and the quotation links to the order. Once the order is created, the quotation shows Converted. Marking a quotation Approved does not create the order by itself.
This is available only while the quotation is Sent or Approved. On a Draft, Rejected or Expired quotation the item is greyed out; hover over it to see why, and the Create SO button does not appear in the preview. Once a sales order has been created from a quotation, it shows Converted, the item is greyed out and Create SO is hidden for it, so the same quotation cannot become a second order by mistake. If you delete that sales order, a Converted quotation goes back to Approved and Create Sales Order is offered on it again. The same applies in the phone app. A Rejected or Expired quotation can be moved back to Sent or Approved from the row menu, after which Create Sales Order is available again.
Follow up
Use the Follow-ups tab in the preview to set a reminder to chase the customer before the expiry date. See Follow-ups.
On the mobile app
The mobile app has an Add and Edit Quotation screen, reached from the add actions in the workspace. You can mark a quotation as Approved, Rejected or Expired there, with the same rules as the web.
Status
| Status | Means |
|---|---|
| Draft | Saved with Save, not final. |
| Sent | Added and waiting for the customer. |
| Approved | The customer accepted. |
| Rejected | The customer turned it down. |
| Expired | The offer no longer holds. It cannot be edited. |
| Converted | A sales order was created from it. Set automatically, not by you. If that order is deleted, the quotation goes back to Approved. |
Problems and fixes
Edit is missing on a quotation
It is expired, or your role cannot edit quotations. Hover the button to see the reason. To reuse an expired quotation, mark it Sent first.
The row menu is missing
The menu shows only for roles with enough quotation access. Ask your administrator for access.
I cannot delete a quotation
A quotation has no Delete option. Mark an old one as Rejected or Expired so it stops showing as open.
The quotation did not reach the customer
A new quotation is only marked Sent. It is not emailed until you choose Send Email to Customer.