Quotations

A quotation is a written price you give a customer before they commit. It holds items, prices and a validity date, and can be turned into a sale in one step if they say yes.

Where

Sale Transactions → Quotations

Plan

Growth and above

Permission

Sales → Quotation

How to write a quotation

1. Go to Sale Transactions → Quotations and click New quotation.
2. Pick the Customer, or choose Walk-in and type a Walk-in customer name. Choosing a customer fills in their Contact email and Contact phone.
3. Set the Issued date and Valid until.
4. Add each item: Product, Qty, Unit price, Discount. Click Add item for the next one. Scanning works, and adds to an existing line rather than duplicating it.
5. Fill in Terms and Notes — both print on the quote.
6. Click Save draft, or Save & send to issue it immediately.

Prices, discounts and tax fill in automatically from your price list and tax setup. The screen shows the quantity available as a hint only — a quotation never checks or holds stock.

An email address is required to send

Save & send with an empty Contact email is refused. Save & send only appears when creating; to send an existing draft, use the status action or the Send row action below.

How to email the quotation to the customer

This is a different action from marking it sent.

1. Find the quotation in the list and open its row menu.
2. Click Send.
3. Choose Send via — Email, WhatsApp, SMS, Push or In-app.
4. Check the Recipient name, Email address or Phone number, add an optional Message, and send.

There are two different “sends” and they do different things

What you click	What it does
Save & send, or setting the status to Sent	Records who sent it and when, and pings the customer that a quote is ready. Does not email the document.
The Send row action	Emails the actual quotation. Does not change the status.

So a quotation can be emailed to the customer and still show as Draft, and one marked Sent may never have had the document delivered. If you want both, do both.

How to revise a quotation after sending

You cannot edit a sent quotation — opening it shows “This quotation is no longer a draft and is read-only.”

1. Open the row menu and click Revise.
2. Type a Reason for the revision.
3. You land on the new revision’s editor, numbered -R1, -R2 and so on.

The original is marked Superseded and the two stay linked. An expiry date that has already passed is dropped rather than carried over.

Field	Notes
Issued date	Defaults to today
Valid until	Cannot be earlier than the issued date
Terms, notes	Free text, printed on the quote
Lines	At least one, each with a product

Prices, discounts and tax fill in automatically from your price list and tax setup. The screen shows the quantity available as a hint only — a quotation never checks or holds stock.

Save it as a draft, or use Save & send to issue it straight away. Save & send is only offered when you are creating a quotation, not when editing one; to send an existing draft, use the status action instead.

Working through it

A quotation moves through: draft → sent → accepted or rejected, with expired and cancelled as ways out. Each step needs its own permission, so the person who writes quotes is not automatically the person who can accept one.

You can only edit a quotation while it is a draft or a revision. Once it has gone to the customer, changing it means revising it.

Revise makes a new copy you can edit, numbered -R1, -R2 and so on, and marks the original superseded. The two stay linked so you can see the history.

Only a draft can be deleted.

Nothing expires on its own

The valid-until date is information for the customer. Nothing in the system watches it. A quotation past its date stays sent until somebody marks it expired, and it can still be converted. If expiry matters to you, make checking it someone’s job.

Turning it into a sale

Convert creates a new sale from the quotation’s lines.

You can convert from accepted or directly from sent — so if a customer says yes at the counter, you do not have to click Accept first.

What conversion does:

• Creates a draft sale. Nothing has been sold yet — no stock has moved, nothing has reached the ledger. You still complete that sale like any other.
• Re-runs your current discount rules against the lines. A discount you typed by hand on the quote is kept as-is; an automatic one is recalculated so the tax still matches.
• Locks the quotation permanently as converted. It cannot be converted twice, edited or revised afterwards. If the deal changes after conversion, write a new quotation.

Things worth knowing

• Sending a quotation notifies the customer that their quote is ready — emailing the printed document is the separate print-and-send action.
• A quotation never reserves stock, so two quotes can promise the same last item.
• You cannot start a quotation from an existing sale. The link only runs quote → sale.

Related

• Selling at the till — completing the sale a quote becomes
• Which selling document to use