Quotes

Create a quote

1. Open Quotes and click New Quote.
2. Pick the Opportunity the quote is for. It's optional, but the PDF is addressed to the opportunity's account and first contact.
3. Pick a Price List. Only active price lists are offered.
4. Click Create.

The quote gets the next number, such as QT-00004, and starts as a Draft. Open it to add products. If your workspace has more than one number format for quotes, the window also asks for a Number Format.

Add products and discounts

1. Open the quote and click Available products on its Products tab.
2. Click Add next to each product you're quoting. It's added with a quantity of 1 at the price-list price.
3. Back under Products, click a line's Quantity, Unit Price or Discount to change it. The discount is a percentage off that line.

Each line also shows its Unit Cost, Total, Margin and Margin %. To charge for freight or other extras, click Add Costs under Additional Costs, pick a cost or create a new one, and enter the amount. Additional costs are in the quote's currency.

Read the totals and margin

Under the lines, the quote adds everything up:

• Quote Subtotal: the line totals, after discounts.
• Additional Costs Total and Discount Amount.
• Total Cost: your cost, each product's cost price times its quantity.
• Total Margin and Margin %: the subtotal minus the cost. They turn red when you price below cost.
• Total Amount: the subtotal plus additional costs, what the customer pays.

Move a quote through its statuses

A quote is Draft, Pending or Approved. Change it with Status on the left of the quote, or switch the Quotes page to the board with the toggle at the top right and drag the card to another column. Set a quote to Pending when it goes to the customer and to Approved when they accept. The statuses don't lock anything: you can still edit an approved quote.

The page has two views, All quotes and My quotes (the ones you created). Narrow them with Filters and Search, and use Import and Export for CSV or Excel files. An opportunity lists its quotes under Quotes in its details, and an account's Overview counts its sent and draft quotes until it places its first order.

Send the PDF

Click Quote at the top of the quote to open it as a PDF in a new tab. The PDF has your company's name and contact details, the quote number and date, who it's for, the lines with their discounts, additional costs, the totals, your notes, and signature boxes for your customer and for you.

The contact details come from Settings → General, under Contact details. Anything in the quote's Notes prints on the PDF, so write it for the customer.

Share a link with your customer

1. Click Share at the top of the quote and open the Publish tab.
2. Turn on Anyone with the link can view. PromptLab copies the link for you.
3. Under Link expires, keep Never or pick After 1 day, After 7 days or After 30 days.

Your customer opens the link without an account and sees the items, prices, totals and the quote PDF, never your costs or margins. Turn the switch off to take the link down.

Set your document numbers

Quotes are numbered QT-00001, QT-00002 and so on. Owners and admins can change the format on one page that also covers invoices, sales orders, opportunities and samples:

1. Open Settings and click Counter Formats under Customization.
2. Edit the Template. It must contain {number}; add {YYYY} or {YY} for the year.
3. Set the Padding (how many digits, from 1 to 10) and the number to Start At. The Preview shows the result.

Click Add format to keep a second format beside the first. When a document type has more than one, the New Quote, New Sample and New Order windows ask for a Number Format, starting on the one marked Default. Set default changes which one that is, and Reset all goes back to the standard format.

Related resources

Quotes are priced from your catalog: see Products & price lists.

When the customer accepts, record the order in Sales orders.

For how quotes and samples fit your sales process, read Quotes & Samples.