📍 Where can you find this module?
Main menu > Sales
Introduction #
The Customer Quotes module lets you create, track, and convert your sales proposals. It is available via Main menu > Sales > Quotes.
Here you will find features to:
- Create quotes for your customers or prospects
- Track the progress of each proposal (sent, under review, accepted, rejected)
- Convert an accepted quote into a customer order, an invoice, or a supplier order
- Send a quote by email or have it signed electronically
1. Create a quote #
Access #
- Access the Quotes module via Main menu > Sales > Quotes
- Click the Add Quote button
Information to provide #
A quote consists of several information blocks:
General information:
- Subject: quote title (required)
- Customer account: the recipient customer or prospect
- Contact: the associated contact on the customer side
- Valid until: offer expiry date
- Assigned to: the sales representative responsible for the quote
Product/service lines:
- Add one or more products or services from the catalog
- For each line, enter the quantity, unit price, and any discount
- Applicable taxes are calculated automatically based on the product configuration
Note: Taxes and tax regions are configured in the admin panel. To learn more, see Tax configuration.
Good to know: you can add products from different categories to the same quote. Subtotals and the grand total are recalculated automatically.
Currency #
The quote can be issued in the currency of your choice. The currency is selected in the form and applies to all lines in the document.
2. Quote lifecycle #
Each quote goes through different stages that reflect its sales progress:
| Stage | Meaning |
|---|---|
| Created | The quote has just been created; it has not yet been sent to the customer |
| Sent | The quote has been sent to the customer (by email or another channel) |
| Under review | The customer is reviewing the proposal |
| Accepted | The customer has accepted the quote — it can now be converted |
| Rejected | The customer has declined the proposal |
Important: switching to the “Accepted” status is a prerequisite for converting the quote into an order or an invoice. However, you can trigger the conversion manually regardless of the status.
3. Actions available on a quote #
Send by email #
From the quote record, you can send it directly by email to the associated contact. The system automatically generates a PDF of the quote and attaches it to the message.
Export to PDF #
You can download the quote in PDF format at any time to print or archive it.
Electronic signature #
If the electronic signature module is enabled, you can start a signing process directly from the quote record. The recipient receives a link to sign the document online.
Good to know: electronic signatures are legally binding. Once the document is signed, it is archived with the proof of signature.
4. Convert a quote #
A quote can be converted into several types of documents. These conversions are available from the quote record via the actions menu.
To a customer order #
The conversion automatically carries over all quote information (customer, product lines, amounts) into a new customer purchase order.
To an invoice #
The conversion creates a pre-filled invoice from the quote data. The invoice date and due date are initialized to today’s date.
To a supplier order #
From a quote, you can generate supplier orders for products to be procured. The system lets you select the lines to convert and automatically creates the corresponding supplier orders.
Good to know: if the products in the quote come from different suppliers, a separate supplier order will be created for each supplier.
Automatic invoice generation #
A workflow can be configured to automatically generate an invoice when a quote moves to the “Accepted” status. This behavior can be configured in the module’s workflow settings.
5. Relationships with other modules #
The quote is a central document in the sales process. From the quote record, the relationship tabs allow you to view:
- Customer orders: the purchase orders generated from this quote
- Invoices: the invoices generated from this quote
- Supplier orders: related procurement orders
- Documents: associated files (signed PDF, attachments, etc.)
- Activities: calls, meetings, and tasks related to this quote
6. Special cases #
Multi-line quotes with different discounts #
Each product line can have its own discount (percentage or fixed amount). You can also apply an overall discount at the quote level.
Editing a quote after sending #
A quote can be edited at any time, regardless of its status. Remember to resend the document to the customer if changes were made after the initial send.
Duplicating a quote #
Use the Duplicate function to quickly create a new quote from an existing one. All information is carried over, including product lines.
7. Frequently asked questions #
How do I know if a quote has been converted? #
Check the relationship tabs on the quote record. If a customer order or an invoice has been generated, it will appear in the corresponding tab.
Can the same quote be converted multiple times? #
Yes, a quote can be converted multiple times. This can be useful for creating multiple orders or partial invoices from the same quote.
How can I find all quotes for a customer? #
From the Customer account record, go to the Quotes tab to display the list of all quotes associated with that customer.
Can the customer view their quotes online? #
If the customer portal (extranet) is enabled, finalized quotes are available to the customer from their online space.
8. Glossary #
| Term | Definition |
|---|---|
| Quote | Priced sales proposal sent to a customer or prospect |
| Customer account | Company record representing the customer or prospect |
| Contact | Individual associated with a customer account |
| Finalize | Permanently lock a document to prevent any subsequent modification |
| Customer order | Document confirming the customer’s purchase commitment |
| Workflow | Automation triggered by an event (e.g., status change) |