Quotations

What this screen is for

A quotation is a priced offer. It commits neither side: nothing is owed, no stock moves and nothing is posted to your books. This screen lists every quotation you have raised, with its quotation number, customer, date, amount and status. In place of the Paid, Pending and Overdue figures shown for invoices, you get a Total Value card, because a quotation cannot be owed.

When to use it

Reach for this when a customer has asked what something will cost, and again later to see which offers are still open. Once a quotation is accepted, convert it forward — it can become a sales order, delivery order, proforma invoice or invoice — and the original is marked converted so the same offer is not worked twice.

What you see on this screen

Three cards sit across the top: Total Value (what the quotations on this tab come to), Quotations (how many there are) and Customers. The three money cards used on invoices are deliberately absent here.

The list itself:

• Quotation # — the number on the offer. Click it to open the quotation. The salesperson, if one was set, is named beneath it, and badges mark a deleted row or one generated from a recurring schedule.
• Customer — who the offer went to. Any reference number they gave, a different ship-to address, and a linked project appear underneath.
• Date — the quotation date, with how long ago it was created below it.
• Due Date — the due date held on the document.
• Amount — the total. For a foreign-currency quotation the equivalent in your own currency is shown beneath.
• Status — see below.
• Actions — view, edit, print, and a menu holding download, duplicate, share by email or WhatsApp, a copy link, and the document's history.

Filters and actions

Search by quotation number, customer name or email. Show Filters opens Status, Customer, Payment Status, Quotation Date Range, Salesperson, an item search (name, SKU or HSN), an amount range, and Sort By. Quick chips toggle Overdue Only, Show Deleted and the sort direction. Tick rows to Print selected, or use Bulk print to print everything matching the current filters as one PDF. A notice appears when documents exist in earlier financial years, with a link to include them.

Status values

• Draft — being prepared, not yet issued.
• Sent — issued to the customer.
• Viewed — the customer has opened it.
• Accepted — the customer has agreed the price.
• Rejected — the customer has declined.
• Expired — the offer has lapsed.
• Converted — carried forward into another document.
• Cancelled — withdrawn.

You can set Draft, Sent, Accepted, Rejected or Expired straight from the status badge.

Related

• Sales Orders — the accepted order, before delivery or billing
• Proforma Invoice — a request for payment that is not yet a tax invoice
• Sales Invoices — the tax document that creates a receivable