Quotes list reference
The Quotes list at Orders → Quotes is where you find, filter and act on quotes in bulk. This page lists every control on it. For what each status means, see Quote statuses and actions reference.
Quotes and templates tabs
Two tabs sit above the title:
| Tab | Shows |
|---|---|
| Quotes | Every quote. This is the list described on this page. |
| Templates | Your Quote Templates, with the columns Template, Lines, Total and Updated, a Search templates... box, and a Use button on each row. Templates never appear on the Quotes tab. See Copy a quote or start from a template. |
New Quote at the top right opens the New Quote dialog. See Create and send a quote.
KPI cards
Six cards sit above the list. They always cover every quote you have, not only the rows on screen, and they ignore your search and filters. Templates aren't counted.
| Card | Value | Line underneath |
|---|---|---|
| Win Rate | Accepted and Ordered quotes as a share of every quote the customer answered or let lapse (Accepted, Ordered, Declined and Expired). | N issued: every quote except Drafts and Revisions. |
| Conversion Rate | Ordered quotes as a share of issued quotes. A partly ordered quote is still Accepted, so it doesn't count until every line is ordered. | N total: every quote. |
| Avg Quote Value | The average Total across all quotes, drafts included. | X% avg discount: the average discount as a share of each quote's subtotal. |
| Expiring Soon | Sent and Viewed quotes whose Valid Until date falls within the next 7 days. | Nd avg to accept: the average days from sending a quote to its acceptance. |
| Awaiting Reply | Requests for quote that nobody has answered yet: origin RFQ, still a Draft, and not archived. | N past Xh target, the ones older than your RFQ response target, or Response target off when you haven't set one. The card turns orange while any are overdue. Click it to turn on the Awaiting reply quick view. |
| Avg. Time to Quote | The average time from a request for quote arriving to the first time you sent a quote for it. Shows — until you've answered one. | target Xh when you've set a response target, otherwise for requests for quote. |
Avg Quote Value adds up quote totals as plain numbers. If you quote in more than one currency, it mixes them without converting, so treat it as a rough guide.
The RFQ response target is set in Settings → General → Quotes. See Set quote defaults and expiry reminders.
Saved views
The saved views bar under the KPI cards lists your favorite views of this list. A view keeps the visible columns, filters, sort and search, so you can return to the same slice of quotes in one click.
Search
The search box reads Search by quote #, reference, PO #.... Use the menu inside it to search one field:
| Search in | Matches |
|---|---|
| ID | The quote's internal ID number |
| Quote # | The quote number, for example Q-000123 |
| Reference | Your internal Reference for the quote |
| Customer PO # | The customer's purchase order number on the quote |
You can't search by customer name. To list one customer's quotes, add a Customer ID filter.
Filters
| Filter | Options |
|---|---|
| Status | All, Draft, Sent, Viewed, Accepted, Declined, Expired, Revised, Ordered |
| Origin | All, Staff (quotes your team created), RFQ (requests for quote from the customer portal, the public Request a quote page or a storefront) |
| Awaiting reply | A quick view: see Awaiting reply |
| Date | Filter by a date range |
The advanced filter button opens more conditions, grouped like this:
| Group | Filters |
|---|---|
| Quote Info | ID, Quote #, Reference, Customer PO #, Status, Origin, Customer ID |
| Totals | Total |
| Dates | Valid Until, Created At, Updated At |
Active filters show as chips above the list. Click a chip to edit it, or its close icon to remove it.
Awaiting reply
The Awaiting reply button lists the requests for quote you haven't answered: origin RFQ and status Draft, oldest first. Its count chip turns orange while any are past your response target. Click it again to turn the quick view off. Clicking the Awaiting Reply card does the same.
See Answer requests for quote.
Columns
Use the column selector at the right of the toolbar to show or hide columns. The list is sorted newest first by default. Click a sortable header to change the sort.
| Column | Shows | Sortable |
|---|---|---|
| ID | The quote's internal ID. Opens the quote. | Yes |
| Quote # | The quote number. Opens the quote. | Yes |
| Customer | The customer's name, linked to the customer record. Hover it to see the company name. Shows — when the quote has no customer yet. | No |
| Reference | Your internal reference | Yes |
| Status | The status chip. See Statuses. | Yes |
| Origin | A purple RFQ chip for a request for quote, or a grey STAFF chip | Yes |
| Total | The quote total in its own currency | Yes |
| Valid Until | The last day the customer can accept | Yes |
| Created | When the quote was created | Yes |
| Age | Time since the quote was created: minutes under an hour (45m), hours under two days (30h), then days (3d) | Yes |
Click anywhere else on a row to open the quote.
Age colors
The Age column is plain text for most quotes. For a request for quote that's still unanswered (origin RFQ, status Draft), it turns into a colored chip once it's late:
| Chip | When | Tooltip |
|---|---|---|
| Orange | Older than your RFQ response target | Unanswered past your X-hour response target. Price it and send it. |
| Red | Older than twice the target, or 24 hours, whichever is longer | Unanswered for … — well past your X-hour response target. Price it and send it. |
When the response target is off, ages never change color. Ages refresh every minute while the page is open.
List footer
| Control | What it does |
|---|---|
| N of N entries | How many quotes are on this page out of the total that match |
| All / Active / Archived | Which quotes to show. Active is the default and hides archived quotes. Archived shows only archived quotes. All shows both. |
| Page numbers and Page | Move between pages |
| Per page | 10, 15, 25, 50 or 100 quotes per page. The default is 10. |
When nothing matches, the list reads No quotes match your filters. With no filters and no quotes, it reads No quotes found.
Bulk actions
Tick the boxes at the left of the rows to select quotes. A bar appears above the list showing N items selected, with a scope toggle:
- Selected Only (N) acts on the rows you ticked.
- All Filtered (N) acts on every quote that matches your current search and filters, across all pages.
Each action asks you to confirm first. Clear Selection closes the bar.
| Action | Confirmation | Message when it's done |
|---|---|---|
| Send | Send N quotes to customers? Only draft quotes will be sent. with the note Inventory will be allocated for quotes that opt in. | Sent N quote(s). or Sent N quote(s), skipped N. followed by Not sent: and up to three reasons |
| Expire | Expire N quotes? Only sent or viewed quotes will be expired. with the warning Allocated inventory will be released. | Expired N quote(s). or Expired N quote(s), skipped N. |
| Archive | Archive N quotes? with the note Archived quotes can be restored later. | Archived N quote(s). |
| Unarchive | Unarchive N quotes? with the note Quotes will be restored to the active list. | Unarchived N quote(s). |
| Delete | Delete N quotes? with the warning This action cannot be undone. | Deleted N quote(s). or Deleted N quote(s), kept N that were accepted, ordered or hold a deposit (archive those instead). |
How each action treats quotes it can't act on:
- Send emails each Draft or Revised quote to its customer with your default email wording, the same as clicking Send in the Send dialog without changing anything. Revised quotes are sent too, even though the confirmation says draft. It skips quotes in any other status, templates, archived quotes and quotes waiting on discount approval. A quote with nobody to email is skipped and its reason is listed after Not sent:. A quote requested through a storefront is answered on that storefront instead of by email.
- Expire only expires Sent and Viewed quotes and releases their stock. It skips everything else, including Accepted quotes.
- Archive releases the stock each quote holds and hides it from the Active view. The button is hidden when every selected quote is already archived. See Archived quotes.
- Unarchive puts quotes back on the Active view and allocates stock again where the quote still holds it. The button is hidden when no selected quote is archived.
- Delete removes quotes for good and releases their stock. It keeps any quote that was accepted, has been ordered, or has a deposit paid on it. Archive those instead.
If your role is missing the permission for an action, its button is greyed out and the tooltip names the permission to ask for. See Quote permissions and alerts reference.
The Quotes list doesn't import or export quotes
There's no import or export of whole quotes. You can export and import the lines of a single quote from its page. See Import and export quote lines.
On a phone
On a narrow screen the list rearranges itself:
- The KPI cards become a two-column grid of tiles. Tap Awaiting Reply to turn on the quick view.
- Search sits in the header. The filter button opens a sheet with Status, Origin and Date; tap Show results to use them.
- Each quote is a card with its number, status and the visible columns. Its menu has View.
- A round New Quote button floats at the bottom right.
- When you select quotes, a bar at the bottom offers Send and a More menu with Expire, Archive, Unarchive and Delete. A missing permission shows as a line of text under the action.
- The All / Active / Archived switch and paging sit in the footer.