Send a Quote

Use a quote when a customer wants a price for one purchase, such as a new router, a replacement PC or an installation visit. For a full sales document with sections, attached to a deal, use Proposals. A quote can become a proposal at any time.

Quotes use the same approval as proposals. Your customer receives a branded email, opens the quote in their portal, and approves it with an e-signature or declines it.

Create a quote

1. Go to CRM → Quotes and click New quote.
2. Choose the Customer. Optionally choose who to Send to. If you leave it blank, the email goes to the company's primary or billing contact.
3. Add a Title if you want one, for example "Replacement router for the office". Without one, the quote number is used.
4. Valid until defaults to 30 days from today. The quote expires after that date.
5. Add your items. Start typing in an item to search your products (inventory) and services (catalogue), or type any one-off item that isn't in a catalogue. Picking a product or service fills in its price, which you can change.
6. Set the quantity, unit price (excluding VAT) and VAT for each line. The subtotal, VAT and total update as you type.
7. Add Notes for the customer if needed, for example delivery time or payment terms.
8. Click Save draft to finish later, or Save & send to email it now.

Every quote gets a number like Q-2026-0001. The number appears in the email, in the portal and on the printed copy.

VAT

If Accounting is on your plan (Professional and above), the VAT list shows the rates from Accounting → Tax Rates, and your default rate is pre-selected. On the Starter plan you can choose 20%, 5% or No VAT.

Each line keeps the VAT rate it was quoted at. If you change your tax rates later, quotes you have already sent do not change.

Stock items

A line picked from your inventory is marked as a stock item. When the customer accepts the quote, that stock is reserved automatically through Quote-to-Cash.

Track your quotes

The cards at the top show your drafts, quotes awaiting a reply (with their value), accepted quotes, quotes still to invoice, expired quotes and your win rate. Click a card to filter the list. You can also filter by status or search by quote number or title.

Status	Meaning
Draft	Not sent yet. You can edit or delete it.
Sent	Emailed to the customer.
Viewed	The customer has opened it in their portal.
Accepted	The customer approved it, or you marked it accepted.
Invoiced	An invoice has been raised from it. Click View invoice.
Declined	The customer declined it, or you marked it declined.
Expired	Sent, but the valid-until date has passed with no answer.

Actions on a quote

Use the icons at the end of each row:

• Edit: drafts, and sent quotes the customer hasn't opened yet.
• Send / Resend: emails the quote again with a fresh link.
• Print / PDF: opens the quote on your letterhead, with VAT shown per line and a Subtotal, VAT and Total. Use your browser's print dialog to save it as a PDF.
• Duplicate: copies the quote into a new draft with a new number. This is useful for a repeat order or the same kit for another customer.
• Mark accepted / Mark declined: for when the customer replies by phone or email. Marking a quote accepted has the same effect as the customer approving it in the portal.
• Convert to invoice: raises an invoice with the same lines, prices and VAT, and emails it to the customer's billing contact. If the quote wasn't accepted yet, it is marked accepted. A quote can only be invoiced once. After that, the button opens the invoice.
• Upgrade to proposal: moves the quote to CRM → Proposals, keeping its lines, customer and status.
• Delete: drafts only.

Converting to an invoice needs the Accounting module (Professional plan and above). If a line's VAT rate is missing from Accounting → Tax Rates, you will be asked to add it first, so the invoice always charges the VAT the customer accepted.

What your customer sees

Customers find quotes in their portal under Proposals & Quotes. The quote shows your letterhead, the quote number, each line with its VAT, and the total including VAT. They click Approve Quote and sign, or decline it.

Related

• Send a proposal
• Billing & Accounting Settings for your logo and letterhead