Quotes
Create, issue and email quotes, and record the customer’s response.
You can find quotes, orders and invoices under Accounting → Documents. There you create a quote with New document → Offer. From the lead, you start it in the Offers & invoices section with the Offer button. Recipient, project, lead and opportunity are then already filled in.
You need the ‘Finance’ permission (View) and access to the project. Issuing and sending also require ‘Issue documents’. The organisation’s billing data must be complete, otherwise you can only save drafts.
Process
Draft, optional approval, issue, send, record the response. An acceptance creates an order draft (see Orders).
Create a draft
Choose New document → Offer. If active templates exist, you can choose a Template at the top. It carries over line items, terms and texts, but not the recipient.
Under ‘Recipient’, choose the Billing customer or enter the recipient details yourself. Choose the Project. Anyone who may not see all documents must choose a project. You can expand a different delivery address.
Fill in the ‘Key details’: Title / subject (required), Your reference, Document date and Quote valid until. The validity date is calculated from the default in the billing data.
Under ‘Line items’, add rows: From catalogue or Free line item. For each line item you enter description, quantity, unit, unit price (net), discount and tax case. Optionally, you can name a section.
Check ‘Payment and terms’ and the ‘Texts’ (introduction, note on the document, closing text).
Click Preview for a PDF without a document number, and Save draft.
On the right, the system shows the totals live and a ‘Remaining’ list with everything that is missing before approval. Faulty fields are marked red when you save.
Special line items in a quote
- Optional (customer decides): The line item is a suggestion. With ‘Included’ you determine whether it is part of the total.
- Foreign currency: For a currency other than EUR and taxable line items, the system asks for an exchange rate and a rate date for VAT.
- Contract term and billing interval: Start, end, billing and notice period are only noted on the document. The system does not create invoices from them.
Save as template
With Save as template in the editor you save line items, terms and texts. Recipient, date, reference and project link are not saved. Templates are managed under Accounting → Documents → Templates: there you can start them with ‘Use’ and show or hide them with ‘Deactivate’ or ‘Activate’. Saving templates requires complete billing data.
Approve and issue
- If ‘Approval required before issuing’ is switched on in the billing data, click Approve in the document. With Withdraw approval you can edit the document again.
- Click Issue … and, in the dialog, Issue binding.
On issuing, the system assigns the running document number, saves the document unchangeably and creates a PDF/A. After that you can no longer change the document. If you want to change something, you create a new version. If mandatory details are missing, the dialog lists them and the button stays locked.
Send
- Open the issued quote and click Send by email ….
- Check recipient, subject and text. The PDF is attached.
- Leave ‘Insert link for online acceptance’ switched on if the customer is to reply online.
- Click Send now.
Sending always goes through your own mailbox. You need a connected mailbox, the organisation’s email footer and your name in your profile. If anything is missing, the dialog shows a note with a link to the settings. For more, see Invoices.
On sending, the system creates a follow-up task on the lead for 3 days later.
Record the response
Internal: In the document, click Record acceptance / rejection. Choose the outcome, the channel (email, phone, letter, conversation / appointment, portal, other), the date and the name of the deciding person. This counts as evidence for exactly this version. Once the validity has expired, an acceptance can no longer be recorded. Create a new version then.
Online: In the document there is the Online acceptance card. With ‘Create link’ you generate a secret link. It is shown only once; you take it with ‘Copy’. A new link invalidates the old one, and ‘Revoke’ ends it. On the page, the customer sees line items, totals, terms and the PDF, and confirms with their name. The response is saved as evidence with the channel ‘Portal’. A second response changes nothing.
On an acceptance, the following happens:
- The quote becomes ‘Accepted’.
- An order draft is created.
- The follow-up task ends, and the task ‘Review order and start onboarding’ is created.
You set the outcome ‘Won’ on the lead yourself so that reports are correct. The quote points this out with the ‘Open lead’ button.
New version
With Create new version (on issued, open quotes) you create a draft based on the quote. The previous version then counts as superseded.
Discard a draft
Drafts and approved documents without a number can be ended with Discard draft. They stay visible with the status ‘Discarded’ as evidence.