Quotations — User Guide

Who can use Quotations

Your workspace must have the Opportunities module installed, then the Quotations module (free from Marketplace — not auto-installed). Your role must include the relevant permissions (view, create, update, delete, restore, force.delete, assign, send, accept, convert as needed).

Without assign, you only see quotations assigned to you.

List & table

Open Quotations from the sidebar (Sales). Search by title, filter by status, opportunity, or assignee, or toggle My Quotations. The table shows the latest note; hover a truncated preview to read the full note.

• Users with restore can filter Active / Include deleted / Deleted only, then Restore a soft-deleted quotation from the row menu
• Delete permanently requires quotations.force.delete — granted to the workspace owner by default

Create & edit

1. Click New quotation (or open New quotation from a Contact record — contact/company are prefilled from the URL)
2. Choose the related Opportunity (required) — use New to create one inline when Opportunities is installed and you have create permission; selecting an opportunity auto-fills Contact, Company, and Assignee when those are set on the opportunity (you can still change them). Contact and Company pickers also offer New when those modules are entitled.
3. Enter a title, optional contact/company link, currency, valid-until date, notes, and optional Terms & conditions (rich text — headings, lists, bold/italic/underline)
4. Choose a shared line discount type (none, percent, or fixed) for the document, then add lines. When Products is installed, optionally select a product to auto-fill name, details (from the product description), and unit price — you can still edit those fields. Lines also include Qty, Discount value (when type is not none), Tax %, with optional rich-text Details under each row — subtotal, discount, tax, and total update automatically. Tax is applied after line discounts.
5. Optionally set an assignee (requires assign)
6. Save

Edit from the row menu or the record page while the quotation is still Draft. Editing replaces the full line-item list. After Send, content is locked; use status actions and assignment instead.

Status workflow

A quotation starts in Draft. Move it forward with:

• Send (draft → sent) — marks the quote as sent in the CRM (does not email the customer by itself). Also issues a customer accept link (regenerated when you copy the link or email the customer).
• Accept (sent → accepted) from the CRM, or let the customer accept via the public link
• Reject / Expire via the status action (invalidates any outstanding accept link)

Invalid transitions (e.g. accepting directly from Draft) are rejected with a validation error.

Customer acceptance (e-signature v1)

When a quotation is Sent, staff with quotations.send can Copy accept link. Emailing a Sent quotation also appends the link to the message.

Customers open /#/accept/quotations/{token} (no login), review totals and lines, enter their name and email, and confirm. That marks the quotation Accepted, records signer name/email/IP on the record, and invalidates the link. Regenerating or re-emailing creates a new link and invalidates the previous one. Links expire at the earlier of valid until (end of day) or 30 days.

This is a lightweight accept page — not a full customer portal. Multi-signer and third-party e-sign providers remain deferred.

Convert to invoice

Once a quotation is Sent or Accepted and Invoices is installed, use Convert to invoice from the record page or row menu (quotations.convert):

• Creates a new draft invoice with the same title, notes, terms & conditions, currency, line discounts, contact/company, assignee, and a copy of every line item
• Marks the quotation Accepted automatically if it wasn't already
• The quotation record page then shows a link to the converted invoice
• A quotation can only be converted once — the action is hidden once any invoice already has this quotation linked (including invoices created from a linked estimate or contract)
• Without Invoices installed, the action is hidden; the API returns a validation error if called directly

Download PDF

Download PDF is on the quotation record page and the row menu. It generates a branded PDF using your Settings → Branding button color, logo (when uploaded), and company profile — plus line items (with HTML details), discount/tax/total breakdown, memo notes, and terms & conditions. Long notes and terms continue across as many pages as needed.

Email customer

After you Send the quotation (status is Sent, Accepted, Rejected, or Expired), use Email customer on the record page (quotations.send). The dialog pre-fills the linked contact or company email when available; you can add CC recipients, edit the subject and message, and choose whether to attach the PDF. When the quotation is still Sent, the message also includes a customer accept link. Delivery uses your workspace email configuration and appears in Settings → Email logs.

Assignment

Users with assign can set or clear the assignee from the record page or the create/edit form. The assignee receives an in-app notification when someone else assigns them.

Notes & activity

• Overview — shows the quotation memo from the create/edit Notes field (also printed on the PDF)
• Notes tab — internal activity notes the team adds after the quotation exists (not the same as the memo)
• Activity — timeline of create, update, assignment, status change, conversion, note, email, signature request, signed, and delete/restore events

Ask EloSync

With the AI Assistant module installed, Ask EloSync can fetch a quotation and propose status changes, assignments, or timeline notes. Nothing is saved until you confirm the suggestion. Moving to Sent still needs send; accepting needs accept. See AI Assistant.