Quotations

Quotations are price estimates you send to potential customers before they place an order. They help you communicate pricing, terms, and validity so customers can make informed decisions. Once accepted, a quotation can be converted into a sales order.

What are Quotations?

A quotation is a formal price estimate sent to a customer. It lists items, quantities, rates, and totals, along with a validity date. Customers use quotations to compare offers and decide whether to proceed. Quotations do not affect stock until they are converted to sales orders.

How to Create a Quotation

Go to Quotations Page
Open the Inventory app and select Quotations from the sidebar or menu.
Click Create Quotation
Click the "Create Quotation" or "New Quotation" button at the top of the list.
Select Customer
Choose the customer from the dropdown. Customer details (address, tax number) will be used on the quotation.
Add Items with Quantity and Price
Add line items by selecting products or services, entering quantity and rate. Tax and amount are calculated automatically.
Review and Save
Review the totals, add notes if needed, and save. You can save as Draft or mark as Sent when you share it with the customer.

Quotation Form Fields

Field Required Description
Customer Required The customer receiving the quotation (e.g., Acme Corp, Global Traders).
Quotation Date Required The date the quotation is issued.
Valid Until Optional Expiry date. After this date, the quotation may be marked as Expired.
Reference Number Optional Auto-generated. A unique identifier for the quotation (e.g., QT-001).
Items Required Line items with product, quantity, rate, and amount.
Discount Optional Overall discount (percentage or fixed amount) applied to the total.
Tax Optional Auto-calculated based on item tax rates and totals.
Notes Optional Additional notes or terms displayed on the quotation.

Items Line Table

Each line item in a quotation includes:

Quotation Line Items
Item
Product or service name
Description
Optional line description
Quantity
Number of units
Rate
Price per unit
Tax
Tax amount for the line
Amount
Line total (quantity × rate + tax)

Quotation List

The quotation list shows all quotations with key details:

Quotation List Columns
Quotation #
Reference number
Customer
Customer name
Date
Quotation date
Valid Until
Expiry date
Amount
Total amount
Status
Draft, Sent, Accepted, Rejected, or Expired

Quotation Statuses

  • Draft — Work in progress. Not yet sent to the customer.
  • Sent — Quotation has been sent to the customer.
  • Accepted — Customer has accepted. Ready to convert to sales order.
  • Rejected — Customer has declined the quotation.
  • Expired — Valid Until date has passed.

How to Convert Quotation to Sales Order

When a customer accepts a quotation, open the quotation and click "Convert to Sales Order" (or similar). A new sales order will be created with the same customer, items, and amounts. You can then confirm the order and proceed with fulfillment.

How to Print or Download Quotation as PDF

Open the quotation and click "Print" or "Download PDF". A formatted document will be generated with your company details, customer details, line items, and totals. You can send this to the customer via email or print it for physical delivery.

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Sales Orders