📍 Where can I find this module?
Main Menu > Sales
Introduction #
The Customer Quotes module allows you to create, track, and convert your sales proposals. It can be accessed via Main Menu > Sales > Quotes.
There you'll find features for:
- Prepare quotes for your clients or prospects
- Track the status of each proposal (submitted, under review, accepted, rejected)
- Convert an accepted quote into a sales order, invoice a purchase order
- Send a quote via 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 sections:
General information:
- Subject: Quote title (required)
- Customer account: the customer or prospect receiving the message
- Contact: the associated contact on the client side
- Validity period: the deadline for the offer
- 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
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 on the form and applies to all lines in the document.
2. The Lifecycle of a Quote #
Each quote goes through various stages that reflect its status in the sales process:
| Step | Meaning |
|---|---|
| Created | The quote has just been created; it hasn't been sent to the customer yet |
| Sent | The quote has been sent to the customer (via email or another channel) |
| In Review | The client reviews the proposal |
| Accepted | The customer has accepted the quote—it can now be converted |
| Rejected | The customer rejected the proposal |
Important: The quote must be marked as "Accepted" before it can be converted into an order or invoice. However, you can trigger the conversion manually regardless of the status.
3. Actions available on a quote #
Send by email #
Once record quote, you can send it directly via 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 as a PDF at any time to print or save it.
Electronic signature #
If the electronic signature module is enabled, you can initiate the signing process directly from the record . The recipient will receive a link to sign the document online.
Good to know: An electronic signature is legally binding. Once the document is signed, it is archived along with the proof of signature.
4. Convert a quote #
A quote can be converted into several types of documents. These conversion options are available from the record via the actions menu.
Toward a customer order #
The conversion automatically transfers all the information from the quote (customer, product lines, amounts) to a new sales order.
Toward an invoice #
The conversion creates a invoice based on the quote data. The invoicing date invoicing due date are set to today's date.
Toward a supplier order #
From a quotation, you can generate purchase orders for the products to be procured. The system allows you to select the lines to be converted and automatically creates the corresponding purchase orders.
Good to know: If the items in the quote come from different suppliers, a separate purchase order will be created for each supplier.
Automatic invoice generation#
A workflow can be configured to automatically generate an invoice a quote is marked as "Accepted." This behavior can be configured in the module's workflow settings.
5. Interactions with other modules #
The quote is a key document in the sales process. Once record quote record , the relationship tabs allow you to view:
- Customer orders: purchase orders generated from this quote
- Invoices: invoices generated from this quote
- Supplier orders: related purchase orders
- Documents: related files (signed PDFs, attachments, etc.)
- Activities: calls, meetings, and tasks related to this quote
6. Special Cases #
Multi-line quote with different discounts #
Each product line can have its own discount (either as a percentage or a fixed amount). You can also apply a blanket discount at the quote level.
Editing a quote after it has been sent #
A quote can be modified at any time, regardless of its status. Be sure to resend the document to the client if changes have been made since it was first sent.
Duplicating a quote #
Use the Duplicate feature to quickly create a new quote based on an existing one. All information is carried over, including product lines.
7. Frequently Asked Questions #
How can I tell if a quote has been converted? #
Check the "Relationships" tabs on the record . If a sales order or invoice 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 the quotes for a customer? #
From the Customer Account record , go to the Quotes tab to view a list of all quotes associated with that customer.
Can customers view their quotes online? #
If the customer portal (extranet) is enabled, finalized quotes are available to the customer through their online account.
8. Glossary #
| Term | Definition |
|---|---|
| Quote | A detailed quote sent to a client or prospect |
| Customer Account | Company profile for a client or prospect |
| Contact | Individual associated with a customer account |
| Finalize | Permanently lock a document to prevent any future changes |
| Customer Order | Document confirming the customer's purchase commitment |
| Workflow | Event-triggered automation (e.g., status change) |