Quotes
Build, revise and send a quote, then let the customer accept it from a public portal.
A quote is a priced set of lines for a customer. Open Quotes to see the pipeline header with totals per status, and switch between the table and the board view.
The lines grid
Each line has a description, quantity, unit price, discount, VAT exempt flag and lead time. The unit price carries a provenance popover that shows how it was priced. You can add a line from product search, a configured run, a service item or by hand.
The totals panel shows the subtotal, discount, VAT at your organisation rate and the total. The validity date defaults to thirty days ahead. Terms come from your organisation default and stay editable per quote.
Statuses
A quote moves through draft, sent, accepted, declined and expired. A quote expires automatically once its validity date passes, after which the portal offers no actions.
Versions
Revise creates the next version linked to the original. Sent versions are immutable, so revising keeps a clean record of what the customer saw.
That immutability is worth understanding before you need it. If a customer accepts version 2 while querying a figure on version 1, both documents still exist exactly as they were sent, and the acceptance is against a specific one. Editing a sent quote in place would make that conversation unanswerable.
Where a line comes from
Four routes, and they mix freely on one quote.
| Route | When you use it |
|---|---|
| Product search | A catalogue item, found by SKU, description or attribute. |
| A configured run | A custom product from the Design Engineer, with its parameters and price attached. |
| A service item | Something booked in for regrinding or repair, priced from its service definition. |
| By hand | Anything else. A carriage line, a one-off buy-in, a note the customer asked for. |
Whichever route a line came in by, the unit price carries its provenance: open the how-priced popover and you see the starting figure and each rule that moved it. A customer asking why their price differs from the list is a question with an answer on the screen rather than a question for whoever built the spreadsheet.
Sending
- Preview the PDF.
- Compose the email to the contact, with optional cc and an editable subject and body.
- Send. The status moves to sent and the email is logged.
The acceptance portal
Sending gives the customer a public link at /q/[token]. The portal needs no sign in and shows the quote summary, the line table and a PDF download, with Accept and Decline buttons. Accepting can capture a purchase order reference and file. Declining captures a reason.
The purchase order upload accepts PDF, image and spreadsheet files up to 10 MB and attaches to the resulting order. The portal carries your logo and brand colour, is rate limited against abuse and offers no actions once the quote has expired or been decided.
Acceptance creates an order, marks the quote accepted and notifies the person who raised the quote.