Quotes

A quote (estimate) is a priced offer you send a customer before any sale happens. It has no accounting effect. Once the customer accepts and you approve it, you convert it into an invoice — or into a sales order if your organization requires sales orders before invoicing.

Where to find it

• Sidebar: Sales → Documents → Quotes.
• URL: /ar/quotes on solacount.com; new quote at /ar/quotes/create.
• Quick create: the + menu has New Quote under Sales.

The menu item appears when your plan includes quotes/estimates and your role has Quotes → View.

The quote list

Columns: Quote No., Issue date, Expiry date, Customer, Total, Status. An expiry date that has passed is shown in red. The row menu has View, Edit and Cancel.

Filters: a search box (Quote or customer), a Customer filter (All customers), a Status filter whose options use the same translated names as the status badges, and From date / To date, then Filter or Clear. You can save custom views, select rows for bulk export or print, and click New Quote (top-right).

Status lifecycle

Once a quote is locked (accepted, declined, approved, cancelled), it can no longer be edited. Use Create Revision to make a new editable draft copy.

Create a quote

1. Click New Quote.

2. Fill in the header (the same form, in the same order, is used to create a quote and to edit one):

   Field	Required	Notes
   Customer	Yes	The first field, and the only customer field. Search or Add New Customer; a quote stores just the customer, there is no separate name box to fill in. Archived customers are not offered.
   Issue date	Yes	Defaults to today.
   Quote No.	—	Auto-generated on save.
   Expiry Date	No	Must be on or after the issue date. After it passes, open quotes become Expired automatically.
   Project	No	When project tracking is on. A project can be created from the selector without leaving the form.
   Price List	No	Shown with advanced pricing. Changing it re-prices lines you did not price by hand.
   Currency	Yes	Defaults to base currency; must be an enabled currency. A foreign currency shows its exchange rate for the issue date.

3. Add lines (Add line): item or description, Qty (> 0), Price, Discount, Tax. A line needs either an item or a description ("Description is required when no item is selected."). Items offered are active items that are available for sale. Choose Excl. tax or Incl. tax, and optionally a Document Discount — Before Tax. Numbers appear the way you type them — a quantity of 6 is 6, a price keeps its currency decimals (1,200.00) — also when you reopen the quote to edit.

4. Below the lines, next to the totals, add Notes (placeholder Optional memo) and Terms. Both print on the PDF.

5. Click Save (the footer also has Cancel). You see "Quote created successfully." and the quote opens in Draft. If something is wrong, one box titled "Please fix the errors below." lists every message, and the first field with a problem is highlighted; messages are not repeated in a second box.

The quote page

Top-right actions (shown only when allowed):

• Relationship Map — the chain of documents linked to this quote.
• Record a payment — opens a customer payment for the quote's customer; shown only if your role may create customer payments.
• Mark as Accepted, Mark as Rejected
• Send
• Approve Quote
• Convert to Invoice or Convert to Sales Order
• Create Revision
• PDF
• More Actions — Edit, Cancel

The page also shows quote details and totals, the Timeline (created, sent, viewed, accepted, approved, converted…), Public Links, Supporting Documents, the Send Email panel with Email History, and Discussion.

Send a quote

There are two ways:

• Send (top-right): confirm "Send this quote?". SolaCount emails the customer at the address on their record with a secure sign-in button to the Customer Portal, where they can view, accept or decline. Any earlier public link is revoked and a new one is created; it stays valid until the quote's expiry date (or 14 days if there is none). The status becomes Sent. You see "Quote sent successfully."
• Send Email panel: set To, Recipient name, Subject (defaults to Quote followed by the quote number), CC, BCC, Message (optional) and Attach PDF (if available), then Queue Email. A draft quote becomes Sent. You see "Quote email queued."

Sending requires a customer with a valid email ("Customer email is required to send this quote."). Only Draft or Sent quotes can be sent with Send ("Only draft or sent quotes can be sent.").

Record the customer's answer

When the customer answers by phone, WhatsApp, email or on paper:

1. Click Mark as Accepted (or Mark as Rejected).
2. Choose the Acceptance method (portal, verbal, phone, WhatsApp, email, signed paper, in person, other), optionally the contact name, the Acceptance date & time (cannot be in the future; earlier days need the backdate permission) and an internal note.
3. Tick the confirmation and save.

If the quote is Expired, only users with the expired-acceptance override can record acceptance; they must tick "This quote has expired. I am authorized to record acceptance on an expired quote." and give a reason.

When the customer accepts or declines in the portal, the status changes automatically and the banner on the quote says so.

Approve and convert

1. On a Customer accepted quote, click Approve Quote and confirm "Approve this quote?". It becomes Internally approved. Expired quotes cannot be approved ("This quote has expired and requires revision.").
2. Click Convert to Invoice (or Convert to Sales Order when your organization has Require sales orders before invoicing turned on in setup) and confirm.
3. SolaCount creates a draft invoice (or draft sales order) with the same customer, currency, price mode, discounts, lines, project and divisions, at the quote's agreed prices — it does not reprice from current price lists. The quote becomes Converted and its status area links to the new invoice or sales order. Every line item must still be an active item that is available for sale; conversion stops with "This item is not available for sale…" if an item was switched off after you quoted it.

You then post the invoice as usual (see Invoices). When sales orders are required, direct conversion to an invoice is refused ("Sales Orders are required before invoicing this quote.").

Revise or cancel

• Create Revision (locked quotes): confirm, and a new Draft quote is created as an exact copy with a new number, linked to the original as revision 1, 2, … Edit and send it.
• Cancel (More Actions): marks the quote Canceled and locks it. Converted quotes cannot be cancelled ("Converted quotes cannot be canceled.").

Worked example

You quote Al Noor Trading LLC for an office fit-out, valid 14 days:

The quote moves Draft → Sent → Customer viewed → Customer accepted → Internally approved → Converted. No journal entry is created at any point. The accounting happens only when you post the resulting invoice (Dr Accounts Receivable 8,400 / Cr Revenue 8,000 / Cr Output VAT 400). Quotes never appear in A/R aging.

A second example: a foreign-currency quote that is revised

Gulf Star Trading (an Export customer, zero-rated supplies) asks for 100 smart sensors. You quote in USD with a 10% line discount and a 14-day expiry:

At an exchange rate of 3.6725 USD 3,600.00 is about AED 13,221.00, but the quote itself posts nothing. The customer accepts by email but asks for 120 units. Because the quote is Customer accepted it is locked, so you click Create Revision: a new Draft quote is created with a new number and the same lines, linked to the original. You change Qty to 120 (total USD 4,320.00), send it, record the new acceptance, Approve Quote, and Convert to Invoice. The invoice is a draft in USD at the quote's agreed prices; Accounts Receivable and Revenue are recorded only when you post it. The first quote stays on file as a locked record and never reaches the books.

The quote PDF

PDF prints the quote with your quote template (see PDF templates). Each line shows the item's name with its description in small type underneath, then Qty, price, discount, tax and amount in the quote's currency; below are the totals, Notes and Terms. Labels print in the language you are using. Use the PDF, or the secure link in the Send a quote email, to share it; quotes created or edited on a phone use the same layout.

Permissions

Owners and Managers have these by default. The default Accountant role can view, approve, record answers and convert, but not create, edit, send or cancel quotes unless the owner grants it. The Sales role is built for the people who prepare quotes: it can view, create, edit, send and convert quotes, but it cannot approve them, record a customer's answer on their behalf, override expiry or cancel (see Roles and permissions). If approval workflows cover quotes, sending, approval, conversion and cancellation need a current approval.

Tips

• Set an Expiry date — it limits the public link and expires stale offers automatically.
• Put payment and delivery conditions in Terms; they carry onto the PDF.
• If the customer wants changes after accepting, Create Revision rather than editing.
• Check the customer's email before Send; portal access is tied to it.
• An item is missing from the picker. It is archived, historical-only, or Available for sale is off in the item settings.
• Tax-inclusive prices. With Incl. tax the price you typed is kept as the line's gross amount and the VAT is worked out from it, so a quote at AED 1,050 incl. VAT totals AED 1,050.00 (AED 1,000.00 + AED 50.00 VAT).

Related

• Sales orders · Invoices · Customers
• Public quote links · Customer Portal
• Send a document to a customer · PDF templates