Quotations

A quotation is a price you offer a customer before they commit. Nothing is recorded in your accounts and no stock moves — it is a proposal. When the customer accepts, you turn it into an order in one click.

Create a quotation

1. Open Sales›Quotation and click Add.
2. Pick your customer. Their address and Currency fill in by themselves.
3. Check the Date and set how long the price holds for. The expiry date is worked out from it.
4. Click Add First Item and add what you are quoting. Use Add row for each further line.
5. Fill in Qty and Unit Price on each line.
6. Attach your terms if you use them — the picker offers whatever you have set up.
7. Click Save Draft while you are still working on it, or Confirm when the figures are final.

Confirming a quotation does not touch your accounts or your stock. It only means the quote is finished and ready to go out.

Send it and track the answer

1. Click Print for a printable copy, or the arrow beside it for Email.
2. Click Mark as Sent once it has gone. The quotation shows Sent.
3. When the customer accepts, mark it as confirmed by the customer. It shows Customer Confirmed.
4. If they decline, mark it rejected instead. It shows Rejected and stops appearing as open business.

Change a quotation, or requote

1. Open the quotation. If it is still Draft, change it and save.
2. If it has already gone out, click Revise instead.
3. Change the figures on the new copy and confirm it.

Revising creates a fresh version and marks the old one Revised, so you keep a record of what you originally offered. That matters when a customer refers back to an earlier price.

Delete a quotation

1. Open Sales›Quotation.
2. Use the … menu at the end of the row, choose to delete, and confirm.

Other things you can do

• Turn it into an order. Once the customer has accepted, Generate Sales Order builds the order with the lines already filled in. See From quotation to money in the bank.
• Get it signed. The e-signature option emails the customer a link they can sign on screen, and the answer comes back into the quotation. Needs Quotation E-Signature on your plan
• Copy an old one. Duplicate makes a fresh draft with the same lines — the fastest way to quote a repeat job.
• Send it for sign-off first. If your workspace requires approval above a certain value, use Submit for Approval and it shows Pending Approval until someone approves it. Needs Approval Workflow on your plan
• See the history. The revisions tab lists every earlier version.

What can stop you

• If Generate Sales Order is missing, the customer has not accepted it yet. Mark it confirmed by the customer first.
• If it shows Expired, the date it was valid until has passed. Revise it to quote again.
• If you cannot delete it, an order has been created from it. Check Linked Documents and remove that first.
• If Confirm is missing and it shows Pending Approval, it is waiting for someone else to approve it.