How to Create and Send a Quotation
In short
Go to Sales → Quotations → New Quotation, add the client, items with quantity and unit price, charges and terms, and click Create Quotation. It goes for approval automatically; once approved you send it to the client and, when accepted, convert it to a sales order.
| Where | Sales → Quotations |
|---|---|
| Steps | 6 |
Step by step
- 1
Start a quotation
Go to Sales → Quotations and click New Quotation. Choose the Project and Client, and optionally Apply Template, Subject, Valid Until and Introduction.
- 2
Add items
For each line enter Description, Quantity and Unit Price (required), plus Equipment, Size / Variant, Discount %, Make, Model, Dimension, Capacity or Remarks as needed. Line items can also be imported from Excel.
- 3
Charges and terms
Set Tax Rate (%), Discount, Round Off, Freight, Installation and Other Charges, and fill Payment, Delivery and Warranty Terms.
- 4
Create
Click Create Quotation. It is sent for approval automatically and admins and quotation approvers are alerted; one raised by an approver is approved at once.
- 5
Send to the client
On the approved quotation click Send to Client and choose Email, WhatsApp or SMS. Download PDF is on the same page.
- 6
Close it out
Mark Accepted or Mark Rejected when the client replies. An accepted quotation shows Convert to Sales Order; Revise creates a new revision.
Common questions
Why did my quotation go for approval automatically?
Every new quotation is sent to the admin and quotation approvers so prices are checked before a client sees them. If an admin or an approver raises it, it is approved immediately.
How do I send the quotation to the client?
Once it is approved, open it and click Send to Client, then choose Email, WhatsApp or SMS. You can also click Download PDF and send the file yourself.
What happens when the client accepts?
Click Mark Accepted, then Convert to Sales Order. The items and prices carry over, so the order matches what the client agreed to without retyping.
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