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How to create and manage sales quotes

Created on  | Last modified on 

Summary

How to create, track, convert, and decline sales quotes in Sage Accounting Standard and Plus.

Description

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.

Resolution

NOTE:

This feature is in Accounting Standard and Plus and not in Accounting Start. You can upgrade your Start subscription by following How to Upgrade from Sage Accounting Start to Sage Accounting.

 Create a New Quote

  1. From Sales, select Quotes & estimates.
  2. Select New Quote.
  3. Enter the following details:

Quote Details

Option
Actions
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

Option
Actions
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 a 0% fixed discount. 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

  1. Enter notes and terms and conditions.
  2. Attach files using Attachment and Upload files.
  3. Choose one option:
    Save
    Save & Email
    Save & Print
    Save & New
  4. 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.

 

▼Tracking Sales Quotes

View quote activity, including creation, delivery, and conversion status.

  1. Go to Sales.
  2. Select Quotes & estimates.
  3. Open a record.
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.

 

▼ Editing a Quote

Edit quotes only before invoice conversion.

  1. Open the quote from Sales, Quotes & estimates.
  2. Click Edit.
  3. Make changes and select Save.

Voiding a converted invoice restores quote editing.

 

▼Converting a Quote to an Invoice
  1. Open the quote from Sales, Quotes & estimates.
  2. Select Create Invoice.
  3. Update invoice details if needed.

The system marks the quote as Invoiced and links both records. Voiding the invoice removes the link.

 

▼How to make a Quote as Declined
  1. Open the quote from Sales, Quotes & estimates.
  2. Clear Save as draft and Save.
  3. Click Mark as Declined.

The quote remains declined until reopened and saved as pending. Draft quotes can’t be declined.