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Quotes

Create a quote, add lines, send it to freeze it, record the answer and print it.

Who can do thisCRM UserCRM Administrator

A quote prices what you offer a customer. You build it as a draft, send it to freeze it, and record the customer's answer. Quotes in the sidebar lists every quote; a quote is always started from a company page.

1/9On the company page, type a title under Quotes and click Create quote.

  1. On the company page, type a title under Quotes and click Create quote.
  2. The draft opens. Fill in the quote details and pick lines from the catalogue, or add free lines.
  3. Save the lines: the totals show one-off, per month, per year and the first year in total.
  4. Click Send, then Send quote. Sending freezes the quote exactly as it is.
  5. The quote is Sent and read-only. No email went out: hand it to the customer yourself, for example with Print.
  6. When the customer says yes, click Record acceptance and confirm.
  7. The quote is Accepted and links to its order.
  8. On the company: Prospect became Active, the linked deal is Won, and the recurring lines run as a subscription.
  9. Under Orders, order 318 waits as Awaiting delivery. It can take up to a minute to appear.
WalkthroughFrom quote to order. Send freezes the quote without emailing it; recording acceptance makes an order, a subscription, an Active customer and a Won deal in one step.

Create a quote

  1. On the company page, type a title in Title of a new quote in the Quotes panel and click Create quote. This needs saved commercial settings; see Commercial settings and document numbers.
  2. In the Quote card, set Title, Valid until, Contact person, Deal, Introduction and Terms, and the agreement for recurring lines: binding period, notice period, renewal, how often it is invoiced and price adjustment. Click Save quote details.
  3. In Lines, choose an item From the catalogue and click Add item, or Add a free line. Set quantity, unit price and discount, then click Save lines. Prices are per billing period; amounts are worked out when you save.
  4. Check Totals: one-off, per month recurring, per year recurring, by usage (estimated, if any), and Total for the first year, all excluding VAT.
PictureA quote while it is a draft: everything can be edited, and amounts are worked out when you save the lines.

Send freezes the quote

Click Send, then Send quote: "Sending freezes the quote exactly as it is now." Save your changes first, because the quote is frozen as last saved.

Delivering the quoteSending the quote to the customer by email is not available yet, and there is no page where the customer can see or sign it. Deliver it yourself: click Print to open the printable document in a new tab, then print it or save it as a PDF.
PictureA sent quote is frozen. Sending it to the customer by email is not available yet, and there is no customer page: you deliver the quote yourself, for example as a printout or a PDF.

To change a sent quote, click Withdraw to draft. It must be sent again before the customer can answer it. An expired quote must be withdrawn, given a later date and sent again.

Record the answer

  • Record rejection, with an optional Reason, if they gave one, then Yes, record the rejection.
  • Record acceptance, then Yes, record the acceptance.

Recording acceptance does four things at once:

  1. It creates a numbered order. The quote then links to "Order #{number}". If it is not there yet: "The acceptance is recorded. Its order appears under Orders within a minute."
  2. It starts a subscription for every line that is not one-off, usage included.
  3. It sets a Prospect company to Active. Any other lifecycle is left alone.
  4. It marks the linked open deal Won.

An accepted or rejected quote can no longer change.

Delete a draft

Delete draft removes a draft and its lines. Its number is not used again.

The printed document

PictureThe print page. It is always English, in every language, and has no logo.

The printable quote is always in English with British date and number formats, in every language. It has no logo.

The Quotes list

Chips All, Drafts, Sent, Expired, Accepted and Rejected; columns No., Title, Customer, Status, Per month, First year and Valid until. Statuses are explained in Status chips and colours.