Quotes

Standalone quotes work for anything — they don’t need a request behind them.

Drafting and editing are silent — the customer only hears when you hit Send, which emails them the quote. From there you can see sent → viewed → approved; approved ones stay badged until converted.

An approved quote becomes an order with its lines carried across — the handover to operations.

Every quote — from a request or standalone — can be saved as a draft instead of sent. The quote number is minted straight away, but nothing is emailed, no accept link exists, and the customer cannot see it in their portal. Edit the lines, pricing, validity and notes as often as you need; totals are recalculated on each save.

When it is right, Send does everything the old one-step create did: supersedes any earlier open quote on the same request, sets the validity window, emails the customer (if you leave the notification ticked) and moves the request to Quoted. The number does not change on send, so a draft you quoted verbally can be sent later under the same reference.

• Draft quotes to finish appear on the staff dashboard as a queue tile.
• Drafts are excluded from the sales funnel and quote reports until sent.
• A draft that is no longer wanted is deleted, not cancelled — cancel is for quotes the customer has seen.
• Preview PDF works on a draft; the numbered PDF and email are only produced on send.

Each quote carries a staff-only remark at the top of its page, echoed beside the primary button so it is in view when you act. It is never printed on the PDF, never emailed and never shown in the portal. Use it for the things a colleague picking the quote up needs to know: “customer wants delivery split”, “price held from last year”.

Prices change, quantities change, quotes expire. Revise quote clones a sent quote into a new draft with the same lines and pricing, numbered with a revision suffix — QT-1042 becomes QT-1042-R1, then R2 — and voids the original so the customer can no longer accept it. Edit the draft and send it as usual; the email and PDF say which quote it replaces, and both quotes link to each other on your side and the customer’s.

• Revise is offered on sent, viewed and expired quotes. Accepted quotes are converted or voided instead; drafts are simply edited.
• One revision per quote — revise the latest one.
• Void quote takes an optional internal reason, shown on the quote.

Three days before a sent quote expires the customer can be reminded automatically — one email per quote, using the accept link they already have, and only while the quote is still open. It is one of the switches under Settings → Automatic reminders, off until you turn it on, and skipped for any customer whose reminders are off. The nudge is logged on the quote’s timeline.

When a quote carries quantity tiers, the customer accepts at one of them — the portal and the emailed link both ask which, and the order quantity defaults to that tier’s minimum. The accepted tier and any note the customer left (“please deliver in two batches”) are recorded on the quote, stamped on the timeline and in front of you when you convert it.

Sent, viewed and approved quotes carry a message thread like requests do. Customers use it for the question that used to arrive as a reply to the quote email; your answer goes back in the thread and by email. An expired or voided quote takes no new messages.