Quotes

Create and manage quote prices for your customers.

Introduction

You can view all of the quotes in the Quotes dashboard. The view shows all the quotes in the system, including quotes for both B2B and B2C customers. The B2C customer quotes are those without the company value.

To narrow the list of your quotes you can filter the quotes by the available columns. The possible status types are:

Creating - the quote is in preparation
Open - the quote was prepared and is awaiting approval
Accepted - the customer approved the quote
Pending - the customer requested a change in the quote
Declined - the customer rejected the quote
Expired - the validity period for the quote is over
Declined by Merchant - the quote was cancelled by an employee

You can also change the default view by using the options available under the orchestration icon.

With the table orchestration, you can add custom columns to the list view, by adding mixin fields as columns. If you have already defined mixin schema for the entity, you'd be able to select the defined mixin fields to display them in the main view.

If you want to edit a quote, use the edit icon.

Looking for business guides? Check out the Quote Management guides.

Prerequisites

To start working with quotes, you need to:

Enter the details related to companies, contacts and customers in the Customer Management module. Location and contact person settings are needed to create quotes.
Have products prepared that can be added to the quote.

Creating a quote

To create a new quote, go to the Quotes module and choose Create Quote.
The configuration of a new quote takes place in four main sections located in different tabs:
- General
- Products
- Preview
- Approval
- Changelog
In the General tab, first choose if the quote is for B2B or B2C customer. Based on your selection you get further options to provide the main information about the new quote.

For B2B:
- Company - choose the company for which you're creating the quote
- Contact Person - choose the contact person that is responsible for the quote on the customer side
- Locations - choose the shipping and billing addresses that should be used for the quote
For B2C:
- Customer
- Addresses

When the first step is done, you can already save the quote and keep it for editing in the future. The status of the quote is set up as Creating.

To select products that should be included in the quote, go to the Products tab and choose the items that you want to add. After you make the selection, you can see a summary of the products and check it before saving the changes.

To check shipping information and to check the product-related details with a summary of their prices, go to the Preview tab. In this view, you can change the Shipping Zone, Shipping Method, the Quantity of every product and its Net Price.

In this tab you can also customize the time after which the quote expires. By default, it's 30 days, but you can change the time in the Validity field, under Additional Information.

After updating the quote, make sure to Save your changes.

To start the quote approval process, go to the Approval tab where you have the pdf document visible with your newly created quote.

Choosing Create quote sets the quote's status as Open and the request for approval is sent to the customer who requested the quote. The customer is notified by email that the quote is awaiting and it has to be approved or declined. Otherwise, the quote expires after the time that was set.

Both the customer, and the employees on behalf of the customer, can approve the quote, decline it, or request a change to the quote in the Approval tab. When choosing the request to change the quote or to decline it, it's necessary to select a reason for the decision. The reasons, called status codes, are managed in the Management Dashboard under Quotes -> Status Codes.

To learn more about the decline and change reasons management, check out the Status Codes guide.