A Quote (also called an Estimate) is a non-binding offer to a customer. It carries the same lines, prices, and tax treatment that a future invoice would, but it does not post to the ledger. When the customer accepts, you can convert the quote into either an invoice or a sales order with one click — and the conversion keeps the quoted prices exactly as agreed.
You'll find Quotes under AR (Sales) → Documents → "Quotes".
Step by step
Browse quotes
- Open Quotes. Each row shows quote number, customer, date, expiry, total, and status.
- Filter by customer, status, or date range.
Create a quote
- Click New Quote.
- Pick a Customer (or add one inline — see Customers).
- The Quote number is suggested by the active numbering sequence (configured in Settings → Numbering Sequences). You can override it.
- Set Quote date and Expiry date.
- Add line items. Each line takes a Product/Service (see Products & Services), Quantity, Unit price, Tax, and optional Description, Dimension tags, and discount.
- Need an item that doesn't exist yet? Just type its name in the item search — a Create «what you typed» footer appears. Click it to open the New item modal ("Create it here and it drops straight into this line."), fill in the basics, and click Create & use. The new item lands on the line immediately.
- Optionally pick a PDF template and add a Customer message that will appear on the PDF.
- Save as a draft, or save and send.
Edit a quote
You can edit any quote that is not Cancelled, Converted, or already approved through workflow. Edits do not bump the revision number.
Send a quote by email
Opens a "Send" dialog with the customer email pre-filled, a default subject and body, and an attached PDF. The customer receives a secure portal link where they can accept or decline online. When the customer opens the link, the quote's status moves to Customer Viewed.
Record the customer's answer yourself — Mark as Accepted / Mark as Rejected
Not every customer answers through the portal — many accept by phone, email, or in person. On the quote's page, staff can record the outcome on the customer's behalf:
- Open the quote and click Mark as Accepted (or Mark as Rejected).
- Record how the answer arrived — the Acceptance method and Acceptance source (or the rejection method), plus Accepted by (customer contact) — optional so you know who at the customer confirmed.
- Optionally add an Internal note / evidence reference — optional (for example, "accepted by email 12 July, see thread").
- Confirm the statement "I confirm that the customer accepted this quote." (or the rejection equivalent) and save.
The quote moves to Customer Accepted or Customer Declined, with the method, source, contact, and note kept on the quote's activity trail.
Expired quotes: if the quote's expiry date has passed, recording an acceptance requires an override — only allowed users can do it, and an Override reason (required) must be given. The record is flagged "Recorded with an expired-quote override." If the buttons are unavailable to you, ask your workspace administrator.
Approve a quote (internal workflow)
If your organization uses workflow approvals for quotes, a quote may need internal sign-off before it can be sent. Only users allowed to approve will see the approval action. An internally signed-off quote shows the status Internally Approved.
Convert a quote to an invoice
Click Convert to Invoice. The New Invoice screen opens with all lines pre-filled — at the quoted prices, even if price lists have changed since. Save and post the invoice as usual. The quote moves to Converted and links to the new invoice on its detail page.
Convert a quote to a sales order
Click Convert to Sales Order (plan-dependent — see Sales orders). The New Sales Order screen opens pre-filled, again preserving the quoted prices. The quote moves to Converted.
Make a revision
Creates a copy of the quote with the next revision number (e.g. Q-1001 → Q-1001-R2). The original quote stays as a historical record; the revision becomes the live document.
Cancel a quote
A cancelled quote remains visible but cannot be sent or converted.
Customer-facing actions
When a customer follows the email link, they land on a secure page (customer portal) where they can view the quote, download the PDF, and accept or decline. Accepting moves the quote to Customer Accepted and notifies your team.
Statuses explained
| Status | Meaning |
|---|---|
| Draft | Being written; fully editable. |
| Sent | Emailed to the customer; awaiting a response. |
| Customer Viewed | The customer opened the quote through their secure link. |
| Customer Accepted | The customer accepted — online, or recorded by staff via Mark as Accepted. Ready to convert. |
| Customer Declined | The customer declined — online, or recorded by staff via Mark as Rejected. |
| Internally Approved | Signed off through your internal approval workflow. |
| Expired | The expiry date passed without an answer. Accepting now needs an allowed user's override. |
| Cancelled | Withdrawn by you; can no longer be sent or converted. |
| Converted | Turned into an invoice or sales order; the quote is now read-only. |
When to use which sales-pipeline document
| Stage of the deal | Use this |
|---|---|
| Pre-sale proposal you might revise / negotiate | Quote (this page) |
| Customer has accepted; you want internal approval before invoicing | Sales order |
| You're ready to bill (post AR + age) | Invoice |
| Customer is paying on the spot, no AR | Sales receipt |
If you don't use approvals or pre-invoice gating, going Quote → Invoice directly is fine — sales orders are optional.
Common mistakes
- "My customer accepted but the quote still says Sent." Either the customer hasn't clicked Accept on their secure link yet, or they answered you outside the portal — in that case use Mark as Accepted on the quote to record it yourself.
- "Prices changed after I sent the quote." A quote captures prices at line-entry time. Later price-list changes don't re-cost an existing quote — and conversion keeps the quoted prices. Use Make revision if you want a fresh quote at current prices.
- "Converted quote still editable" surprise. Once converted, the quote is read-only — fix things on the invoice / sales order instead.
- Workflow approval blocking send. If workflow approval is on, a quote needs internal approval before it can be sent. Submit it for approval first.
- "Mark as Accepted is blocked on an old quote." The quote has Expired. Only an allowed user can record an acceptance with an override reason — ask your workspace administrator.
What posts to the accounts
A quote is a proposal, not an accounting document. It does not touch the ledger at any stage. Only when the quote is Converted does a posted invoice (or sales order → invoice) write the journal.
A JOD 117 quote (JOD 100 + 17% VAT) that the customer accepts and you convert:
| Stage | Journal? |
|---|---|
| Quote is Sent | No journal |
| Customer accepts | No journal |
| You click Convert to Invoice | Draft invoice created with the same lines — still no journal |
| You post the new invoice | Journal posted (see Invoices — How the journal looks) |
This is why a quote does not need a period to be open and does not surface on financial reports — it only ever signals intent.
Behaviour and rules
- A quote does not post journal entries; only the converted invoice/sales order does.
- Conversion preserves quoted prices — the invoice or sales order is created at the prices on the quote, not re-priced from current price lists.
- A quote on a customer with a price list uses that price list at line entry; later edits do not re-resolve prices.
- The expiry date does not auto-cancel the quote, but a quote whose expiry has passed shows as Expired — accepting it then requires an allowed user's override with a reason.
- A quote that has been Converted cannot be edited, sent, or revised — start a new quote.
- If some quote actions are missing for you, your role may not allow them — ask your workspace administrator.
Related
- Customers — the counterparty on every quote.
- Products & Services — what the line items reference.
- Pricing & price lists — how line prices are resolved.
- Sales orders, Invoices — the conversion targets.
- Customer portal — where the customer views, accepts, or declines.
- PDF templates — design the quote document.
- Workflow & approvals — optional approval gate before sending.
- Settings — numbering sequences, PDF templates, workflow rules.