Use sales quotes to track customer pricing before invoicing. Quotes don’t affect account balances. Convert accepted quotes into invoices to update ledgers automatically.
Configure default quote settings, including terms, conditions, and expiration days, before sending quotes.
Cause
Resolution
Create a New Quote
From Sales, select Quotes & Estimates.
Click New Quote.
Enter the following details:
Quote Details
Customer: Select an existing customer or click Add a customer
Quote Date: Enter the quote creation date
Good Thru Date: The system sets this to 30 days by default
Leave it blank to remove expiration
Change the default expiration under Invoice and Form settings
Reference: Enter a job number or internal reference
Main Address: The system pulls this from the customer record
Enter an address if none exists
The system shows countries only when they differ
Delivery Address: The system uses the invoice address by default
Select another address or choose Custom to enter one
Line-item Details
Description: Enter a description up to 2000 characters
Ledger Account: Select the appropriate ledger account
Item Code: Enter a part or stock code if required
Qty/Hrs: Enter the item quantity or hours
Price/Rate: Enter the net unit value
Discount: Enter an amount with zero percent for fixed discounts
Enter a percentage with a zero amount for percentage discounts
Tax Rate: Select a tax rate
Configure missing rates under Settings and Financial Settings
Tax Amount: The system calculates this automatically
Total: The system displays the gross line total
Finalize the Quote
Enter notes and terms and conditions
Attach files using Attachment and Upload files
Choose one option:
Save
Save & Email
Save & Print
Save & New
Use Save as draft when the quote isn’t ready. Clear the draft option and save when ready to issue.
The system marks issued quotes as pending until accepted or declined.
Track Sales Quotes
View quote activity, including creation, delivery, and conversion status.
Go to Sales.
Select Sales Estimates & Quotes.
Status
Details
Created
Shows the date and time of creation.
Sent
Sent as PDF: Shows as manually submitted
Emailed: Displays the customer's email addresses and the date and time sent for all addresses in the To and CC lines
* Green: Shows when at least one of the emails is sent
* Red: If one email fails to deliver
You can refresh this page to update this status
Viewed
Shows the email address and date when the customer viewed the email
If tracking is important, you can clear the Include attachment checkbox in the email window
The Viewed status doesn’t update if the email provider doesn’t confirm, even if the customer viewed the quote
Email the quote when you create or view it as tracking isn't possible from the Sales Estimates & Quotes page
Status
Invoiced: Shows the date and time you created an invoice from the quote
Expired: If the quote expires, it shows the expiry date and time
Declined: Shows the date and time the customer declined your quote
Edit a Quote
Edit quotes only before invoice conversion.
Open the quote from Quotes & Estimates.
Click Edit.
Make changes.
Click Save.
Voiding a converted invoice restores quote editing.
Convert a Quote to an Invoice
Open the quote from Quotes & Estimates.
Click Create Invoice.
Update invoice details if needed.
The system marks the quote as Invoiced and links both records. Voiding the invoice removes the link.
Mark a Quote as Declined
Open the quote.
Clear Save as draft and Save.
Click Mark as Declined.
The quote remains declined until reopened and saved as pending. Draft quotes can’t be declined.