Quote detail reference
This page maps everything on a quote's own page: what each part shows and when it appears. Open a quote by clicking its number on the Quotes list. For the tasks themselves, start at Quotes.
If the quote can't be loaded, for example because it was deleted, the page shows Quote not found. with a Back to Quotes button.
Header
The left side of the header identifies the quote:
| Element | Shows |
|---|---|
| Back arrow | Returns to the page you came from |
| Quote number | For example Q-000123. On a template, the template's name shows here instead, with Quote template · QT-… under it. |
| Customer | The customer's company, or their name when there's no company, linked to the customer record. No customer when none is set. |
| Status chip | The quote's status. Click it to see the steps from Draft to Ordered and where this quote is. Templates show a purple Template chip instead. See Statuses. |
| Partly ordered (X of Y lines) | Shown on an Accepted quote when some, but not all, of the lines the customer took are on sales orders |
The right side holds the actions:
| Action | Shows when |
|---|---|
| Primary button: Send, Accept, Create Sales Order, Order remaining lines or Use template | Depends on the status. See Actions by status. |
| Edit | The quote is a Draft or Revised. Its tooltip reads Edit the customer, sales rep, store, addresses, discount, deposit, tax, ship terms and notes. Lines are edited in the table below. |
| Export → Download PDF | Always. Opens the quote's PDF in a new browser tab. |
| More | Always. Duplicate, Save as template or Rename template, and, depending on the status, Request Approval, Revise, Decline and Expire. |
While you edit, the header turns pale amber and the buttons change to Cancel and Save. When you scroll down, a slim bar with the quote number, its status and Edit (or Cancel and Save) stays pinned to the top of the page.
Accept, Revise and Expire take effect when you click them, without asking you to confirm.
Banners
Banners appear under the header when they apply:
| Banner | When | What it says |
|---|---|---|
| Discount approval requested (orange) | A discount approval request is open | Discount approval requested for a X% discount. The quote can't be sent until it's approved. If you can approve discounts, Reject and Approve buttons follow. If you made the request, the sentence ends by another approver. You'll get an alert when it's decided, and the buttons are greyed out with the tooltip You can't approve your own discount request. Ask another approver. If you can't approve discounts, it ends by someone with discount-approval permission. |
| Discount rejected (red) | The latest request was rejected and the quote is still editable | The X% discount was rejected: reason. Lower the discount, or request approval again. |
| Sales orders created (green, or blue while partly ordered) | At least one sales order was made from the quote | Sales order created from this quote: followed by each order number, its line count and date. While lines are still to be ordered, it adds N lines are still to be ordered. The quote stays accepted until every line is on an order. |
Details card
The Details card has four sections. A line at the top shows when the quote was Created and last Updated. Click Edit on the card or in the header to change the fields; this is only possible while the quote is a Draft or Revised.
Quote Details
| Field | Shows | When editing |
|---|---|---|
| Reference | An internal label, such as a deal or project name. Only your team sees it. | Text box |
| Origin | Staff for a quote your team created, RFQ for a buyer's request for quote | Can't be changed |
| Currency | The quote's currency | Pick a currency |
| Valid Until | The last day the customer can accept | Date picker |
| Customer link | Appears once the quote has been sent, and hides again while you revise it. It doesn't appear on a quote sent through a storefront. Preview customer page opens the page your customer sees, without marking the quote as viewed. The copy icon copies the link so you can send it another way. | Not editable |
| Ship Terms | The Incoterm and named place printed on the quote and carried onto the sales order, for example FOB Origin, Reno NV, Incoterms 2020 | Pick a term, or leave it as No Incoterm. Picking one adds a Named Place box. |
| Lead Time | The default lead time in calendar days after the order is received. New lines take it unless they state their own. In stock means 0 days. | Number of days, from 0 to 3650. Leave it blank for none. |
Customer & Addresses
| Field | Shows | When editing |
|---|---|---|
| Customer | The customer, linked to their record | Search for a customer |
| Sales Rep | The sales rep for the deal. They're copied on the quote email and told when the customer accepts or declines. | Pick a rep, or clear it |
| Store | The store the quote belongs to. The quote's email and PDF use that store's own templates when it has them. | Pick a store, or clear it |
| Ship To | The delivery address, carried onto the sales order | Choose or Change opens the customer's address book. Clear removes it. |
| Bill To | The billing address | Same as Ship To |
Ship To and Bill To are greyed out until the quote has a customer, with the tooltip Choose a customer first: addresses come from the customer's address book.
When you pick a different customer, the card notes On save, an empty sales rep, store, ship-to, bill-to or ship terms is filled from this customer's record. Line prices stay as they are. The addresses you'd picked for the old customer are cleared, and empty fields show Customer's default. After you save, a message lists what was filled in, for example Customer changed to Acme Gov Supply. Filled from their record: sales rep Dana Lee, ship-to. Line prices were not changed. If the new customer is tax exempt, the message also says Tax removed: the customer is tax exempt.
Pricing & Inventory
| Field | Shows | When editing |
|---|---|---|
| Customer PO # | The customer's purchase order number | Text box |
| Tax Rate | The quote's default tax rate, or No tax | Pick a rate, or create one |
| Tax Included | Yes when prices include tax | Tax Incl. switch |
| Order Disc. | A discount on the whole quote. A percentage shows as 10% (−USD 12.00), an amount as −USD 50.00. — when there's none. | None, Percent or Amount, then the value |
| Deposit | What the customer is asked to pay up front. A percentage shows as 20% · USD 100.00 due, a fixed amount as USD 100.00 due. | None, % of total or Fixed, then the value. A caption shows Deposit Due: … on the current total as you type. |
| Exemption | Only when the customer is tax exempt. A Tax exempt chip and the certificate details. If the certificate has expired, the chip reads Certificate expired and adds Ask the customer for a current certificate before ordering. | Set on the customer record |
| Allocation | Whether the quote allocates stock for its lines, with a caption: Turn on to allocate stock, Allocated when sent, Stock allocated for this customer or Archived: stock released. Unarchive to allocate it again | The switch works outside edit mode too, except on Ordered, Declined and Expired quotes, where it becomes an On or Off chip. |
Discount and deposit percentages can't be more than 100, and amounts can't be negative. Turning Allocation off on a quote that holds stock asks you to confirm with Release allocated inventory? See Hold stock for a quote.
Notes
| Field | Shows | When editing |
|---|---|---|
| Memo | A note for the customer, shown on the quote and its PDF | Memo for Customer box |
| Terms | Your payment or delivery terms | Terms box |
Acceptance card
Once the quote is accepted, an Acceptance card appears under the Details card:
| Field | Shows |
|---|---|
| Accepted via | Quote link, Customer portal, Storefront, or Recorded by staff followed by the name of the person who clicked Accept |
| Signed by | The name the customer typed when they accepted. — when you recorded the acceptance. |
| Signer email | The email the customer gave, if any |
| Accepted at | When the quote was accepted |
| Optional lines the customer chose | Only when the quote has optional or pick-one lines. One chip per line, reading Chosen or Not chosen. |
Tabs
| Tab | Shows when | Contains |
|---|---|---|
| Overview | Always | Line Items, Revenue Lines and Documents |
| Allocations | Allocation is on. Its count is the number of product lines. | The allocation of each line. See Allocations tab. |
| Activity | Always. Its count is the number of comments. | The timeline and comments. See Activity tab. |
The open tab is kept in the page address, so a link to the quote can open straight onto Activity.
Line Items
The Line Items card lists the quote's product lines. Above the table:
- Export downloads the lines as a CSV file. Import and Bulk Edit appear while the quote is editable; Bulk Edit needs at least two lines. See Add and edit quote lines and Import and export quote lines.
- Search line items... filters the table by SKU or description, with a count of matching items.
- The Pricing Tier chip, while the quote is editable, reprices the product lines to a tier you pick.
While the quote is editable, you edit cells by clicking them, and a row at the bottom of the table reads Search by SKU or name to add a product…. With no lines, the table reads No product lines. Use Add Product to add one. The add row is how you add one.
Columns
| Column | Shows |
|---|---|
| Item | The product image, SKU (linked to the product) and description. Chips under it show Optional, Pick one: group, Chosen by customer, Not chosen, or Ordered → SO-… once the line is on a sales order. |
| Warehouse / Allocation | Only when Allocation is on. The warehouse, then N allocated, N backordered or Not allocated. |
| Qty | The quantity |
| Unit Price | The price per unit. A discounted line shows the original price struck through. A caption underneath says where the price came from: Contract price, Customer price, Volume break 500+, Tier price, List price, Manual, or No price set in orange. Hover it for the explanation and the customer's volume breaks. See How quote prices are worked out. |
| Avg Cost | The product's average cost. Click it for the cost breakdown. |
| Disc % | The line's discount as a percentage, or as an amount for a fixed discount, with the tooltip A fixed … off this line's total. — when there's none. |
| Lead Time | The line's lead time in days, In stock for 0, or — |
| Tax | The line's tax amount and rate. Lines use the quote's tax rate unless you pick another. |
| Stock | Units available across your warehouses. Click it to see Stock by warehouse. Red when none are available. |
| Total | The line total after its discount, with the total before discount struck through |
| Nominal Code | The nominal code for the line's revenue. Click it to pick another while the quote is editable. |
| Dimensions | Length × width × height of one unit |
| Weight | Weight of the line's whole quantity |
| Volume | Volume of the line's whole quantity, in CBF or CBM |
| ⋮ | While editable: Move up, Move down, Make optional, Add to a pick-one group…, Make standard (always included), Convert to revenue line and Delete line |
Revenue Lines and Documents
Under the product lines:
- Revenue Lines lists non-product charges such as shipping and handling, with Quote shipping for a shipping estimate. See Charge shipping on a quote.
- Documents holds files for the buyer, such as a W-9 or spec sheets. You can add and remove documents in any status. See Prepare a quote for a procurement office.
Totals footer
A footer pinned to the bottom of the page keeps the totals in view:
| Figure | Shows |
|---|---|
| Lines | Number of lines, product and revenue |
| Units | Total quantity across all lines |
| Subtotal | The lines before discounts and tax |
| Discount | Only when there's a discount. Click it for Line discounts, Order discount and Total discount. |
| Tax | Click it for the tax rate, and whether Prices include tax or it's Tax added on top. With an order discount, it adds Tax is worked out after the quote discount, the same way the sales order made from this quote is taxed. |
| Total | What the customer pays |
| Deposit Due | Only when the quote asks for a deposit |
Deposit Due
Deposit Due is the deposit set in the Details card, worked out on the current total. A percentage deposit is that share of the total. A fixed deposit is never more than the total.
The customer sees the same amount as Deposit due on acceptance on the quote's link page, and as Deposit in the customer portal. Payments made against it move to the first sales order you create from the quote. See Order all or part of an accepted quote.
Allocations tab
The header shows the same caption as the Allocation field. The table lists each product line:
| Column | Shows |
|---|---|
| SKU | The product and description |
| Warehouse | Where the stock is allocated from |
| Qty | The line quantity |
| Allocated | Units allocated from stock |
| Backordered | Units waiting for stock |
| Status | Allocated, Partial, Backordered, Not allocated, Allocated when sent, or Released (archived) |
With no product lines, it reads No product lines to allocate.
Activity tab
Timeline lists what happened to the quote, oldest first:
| Event | Detail |
|---|---|
| Created | |
| Sent | Emailed to …, or Marked as sent — no email was sent |
| Email failed — quote not sent | The reason the email failed |
| Viewed by customer | |
| Accepted | |
| Declined | The customer's reason, if they gave one |
| Expired | |
| Sales order SO-… created | One entry per order |
| Discount approval requested, Discount approved, Discount rejected | The discount, or the rejection reason |
With nothing recorded, it reads No activity yet.
Comments shows the conversation on the quote. Comments from the customer show · Customer after their name, a counter-offer carries a Counter-offer chip, and a file the customer attached shows as a link you can download. Type in Add a comment... and click Post to reply. Everything you post here is visible to the customer, on the page the quote email opens and on the quote in the customer portal. See Follow up on sent quotes.
On a phone
On a narrow screen the page is laid out for one hand:
- A header card shows the quote number, the customer and Valid until date, the status chips and the primary action as a full-width button. If your role can't run that action, the reason shows under the button.
- The ⋯ button opens Quote actions, grouped into Quote (Edit details, Download PDF, Duplicate, Save as template or Rename template, Request Approval, Revise) and Status (Decline, Expire).
- A summary card at the top shows Total, Lines and Units. Expand it for the subtotal, discounts, tax, total and Deposit due.
- The Details card folds into a Quote details section. It opens by itself when you edit, and reads Editing details.
- Each line is a card. Its ⋮ menu has the line actions, and Dimensions & weight expands the physical details.
- The line Export, Import and Bulk Edit buttons move into a ⋮ menu on the Line Items card.
- While editing, Cancel sits in the header card and Save floats at the bottom.
Next steps
- Quote statuses and actions reference
- Create and send a quote
- Add and edit quote lines
- Quote template reference, for what the PDF prints