Sales Quotations

A sales quotation is a formal price proposal sent to a client, detailing the products or services you are offering along with quantities, prices, and terms. Quotations allow you to negotiate with clients before committing to a binding sales order.

Creating a Quotation

To create a new sales quotation:

1. Navigate to Sales > Quotations in the sidebar.
2. Click New Quotation.
3. Fill in the quotation details:
   • Quotation Number — A unique identifier for this quotation (e.g., QUO-2026-0042).
   • Client — Select the client from your business partners.
   • Quotation Date — The date the quotation is prepared (defaults to today).
   • Valid Until — The date after which the offer expires (optional at creation, but required before sending).
   • Currency — The currency for all amounts on this quotation.
   • Price List — An optional price list to reference for pricing (optional).
   • Payment Terms — The proposed payment terms (optional).
   • Notes — Any terms, conditions, or comments visible to the client.
   • Internal Notes — Notes visible only to your team.
4. Click Create to save the quotation in Draft status.

Managing Quotation Lines

Add the items you are proposing to the client:

1. Find your quotation in the list and click the Lines action.
2. Click Add Line for each item:
   • Product — Select a product from your catalog (optional — you can also enter custom items).
   • Description — A description of the item or service.
   • Quantity — How many units you are offering.
   • Unit — The unit of measure (e.g., piece, kg, box).
   • Unit Price — Price per unit.
   • Tax Rate — The applicable tax percentage (optional).
   • Discount — A line-level discount percentage (optional).
   • Notes — Any line-specific notes or specifications (optional).
3. The system automatically calculates line totals, tax amounts, and discount amounts based on the quantity, unit price, tax rate, and discount percentage.
4. Lines can be added, edited, or removed while the quotation is in Draft status.

Quotation Lifecycle

Quotations follow a structured lifecycle to track their progress from preparation through to conversion:

Sending a Quotation

Once your quotation is ready:

1. Make sure the quotation has at least one line item and a Valid Until date — both are required before sending.
2. Click Send to Client (the paper plane icon) to mark the quotation as sent.
3. The quotation is now locked for editing — details and lines can no longer be changed.

Note: Sending the quotation within the system marks it as sent for tracking purposes. You should also transmit the quotation to the client through your usual communication channels (email, print, etc.).

Accepting and Rejecting

When a client responds to a quotation that has been sent:

• Accept — Click the accept action to record that the client has agreed to the terms. The quotation is now ready to be converted into a sales order.
• Reject — Click the reject action if the client declines. You can optionally provide a reason, which will be recorded in the quotation notes for future reference.

Marking as Expired

If a quotation’s validity period has passed without a response from the client, click Mark Expired to update its status. This helps keep your quotation list accurate and clearly distinguishes active proposals from stale ones.

Revising a Quotation

If a client requests changes to a quotation that has already been sent (for example, a price adjustment or different quantities):

1. Click Revise on the sent quotation.
2. The system creates a new quotation in Draft status with all the details and lines copied from the original.
3. The new quotation is numbered with a revision suffix (e.g., QUO-2026-0042-R1 for the first revision, QUO-2026-0042-R2 for the second, and so on).
4. The original quotation is automatically marked as Revised and can no longer be acted upon.
5. Edit the new quotation as needed, then send it to the client for review.

This approach preserves a complete history of all versions of a proposal, so you can always trace how a negotiation evolved.

Converting to a Sales Order

Once a quotation has been accepted:

1. Click Convert to SO on the accepted quotation.
2. Provide the order number for the new sales order and select the warehouse from which goods will be fulfilled.
3. The system creates a new sales order in Draft status with all the quotation’s line items, pricing, payment terms, and notes carried over automatically.
4. The quotation is marked as Converted and becomes read-only.

Conversion is the final step in the quotation lifecycle — after conversion, the sales order takes over as the binding document. You can view the resulting order in Sales > Orders.

Cancelling a Quotation

You can cancel a quotation at any point while it is in Draft or Sent status. Cancelling withdraws the quotation and prevents any further actions on it. Use this when a proposal is no longer relevant or was created in error.

Deleting a Quotation

Quotations can only be deleted while they are in Draft status. Once a quotation has been sent or has moved to any other status, it is part of your records and cannot be deleted — use Cancel instead.

Viewing Quotation Details

Click View Details (the eye icon) on any quotation to see a comprehensive summary, including all header information, pricing totals, notes, and revision history.

Tips

• Number your quotations consistently — Use a clear numbering scheme (e.g., QUO-YYYY-NNNN) to make quotations easy to find and reference.
• Set realistic validity dates — Give clients enough time to review, but not so long that your prices or stock availability may change significantly.
• Use internal notes — Record context about the negotiation, client preferences, or special arrangements that your team should know but the client should not see.
• Review before sending — Once sent, a quotation can only be changed by creating a revision. Double-check lines, prices, and terms before clicking send.