Quotations
Create and send quotes, track customer responses, and convert accepted quotations into invoices.
How quotations work#
A quotation is a priced offer you send to a customer before billing. Quotes carry line items (including inventory products), VAT, validity dates, and notes. When the customer accepts, the quote converts to an invoice in one step — no retyping.
Quotation lifecycle#
| Status | Meaning |
|---|---|
| Draft | Editable, not yet visible to the customer. |
| Sent | Delivered to the customer and awaiting a response. |
| Accepted | Approved by the customer — ready to convert to an invoice. |
| Rejected | Declined by the customer; excluded from pipeline value. |
| Expired | Validity date passed without a response. |
| Converted | Turned into an invoice; the quote links to the resulting invoice. |
Creating a quotation#
- 1Go to Quotations → New Quotation.
- 2Pick a customer, or create one inline with the quick-create form (name is enough — details can be added later).
- 3Set the issue date, payment due date, and currency. Foreign-currency quotes track the exchange rate.
- 4Add line items with quantity, unit price, and per-line or document-level VAT.
- 5For inventory products: set the line type to Product, pick a catalog item, and choose a warehouse. Stock is not reduced until the converted invoice is issued.
- 6Optionally add the customer PO number, a reference, withholding tax, and notes. The PO appears on the quotation detail, public link, and PDF when set.
- 7Save as draft, or send / email it to the customer.
Tip: The default tax rate follows your workspace settings (for example 5% VAT in the UAE, or GST in Pakistan). You can override it per document or per line.
Note: Product and warehouse on quote lines carry through when you convert to an invoice, so fulfillment rules stay consistent.
Converting to an invoice#
Open an accepted quotation and choose Convert to Invoice. Line items, customer, currency, and tax settings carry over. The new invoice starts as a draft so you can adjust dates or terms before issuing.
Note: Convert accepted quotes promptly — accepted value sitting unconverted understates your invoicing and overstates your pipeline.