Quotations

For: Sales people preparing and sending price quotes to customers

Purpose: Understand what the Quotation module does and how a quote moves from draft to accepted and on to a sales order

What This Module Does

A quotation (or quote) is a priced offer you send to a customer. It lists the items, quantities, rates, taxes, and total, along with a validity (expiry) date. A quote can be raised on its own or against a lead. When the customer accepts, you can turn the quote into a sales order in one step — so the deal flows forward without re-typing anything.

The Quotation module lets you:

• Create and edit quotes for a customer, optionally linked to a lead.
• Move a quote through its stages (Draft, Sent, Accepted, Rejected, Expired).
• Record a rejection reason when a quote is lost.
• Convert an accepted quote into a sales order.
• See the sales order(s) and invoice(s) a quote led to.
• Search, filter, and export quotes.

Main Features (What You Can Do)

1. Create a Quotation

When you create a quote you typically enter:

• Customer: who the quote is for. The system checks the customer is valid for quoting and that the chosen shipping address belongs to that customer.
• Lead (optional): link the quote to the lead it came from, so the lead's timeline reflects the quote.
• Items: products or services with quantity, rate, amount, and optional discount per line.
• Quote date and expiry date, plus reference, subject, notes, and terms.
• Currency: defaults to the customer's or company's currency.
• Attachments: optional files stored securely.

What the system does when you save

• It generates a unique quote number automatically (e.g. QUO-001).
• It stores your company's primary bank details for display (if configured).
• If the quote is linked to a lead, it adds an entry to that lead's history.
• It records who created the quote.

2. View and Search Quotations

You can list quotes and filter by customer, lead, lead source, status, and a date range, and search (including by customer name). Quotes past their expiry date that are not yet accepted, rejected, expired, or cancelled can be shown as expiring. The list is paginated.

3. Open a Quotation (Full Details)

Opening a quote shows its header (number, customer, status, dates, total), the item lines, the customer and shipping address, bank details, and its comment history. If the quote has been converted, it also lists the sales order(s) — and any invoice(s) — created from it.

4. Edit a Quotation

You can edit a quote's customer, items, pricing, dates, and attachments while it is still in an editable stage. Changes are recorded in the quote's comment history, and if the quote is linked to a lead, the lead's history is updated too.

5. Change Quotation Status

A quote moves through Draft, Sent, Accepted, Rejected, and Expired. The system only allows valid moves between these stages.

Two rules are worth knowing:

• Rejecting a quote lets you record a reason, which is saved to your company's list of close reasons for future use.
• Cancelling a quote is blocked if a sales order or an invoice has already been created from it (and is not itself cancelled).

6. Convert a Quotation to a Sales Order

You can convert a quote into a sales order only when the quote is Accepted. On conversion, the sales order is created from the quote's items, the quote is marked as converted/completed and linked to the new order, and — if the quote was tied to a lead — the lead's history is updated. This is the hand-off point from CRM into your order book.

7. Delete a Quotation

You can delete a quote only when it has not been converted to a sales order or an invoice. If either exists, the system blocks deletion and tells you which order or invoice number is linked, so you handle those first.

Summary of Rules (Quick Reference)