Quotations Module
The Quotations module manages the full sales cycle from initial pricing to signed engagement — create a quote, send it to the client, get approval, then convert it directly to a job or invoice.
Quote lifecycle
Draft → Sent → Accepted → Converted
↓
Rejected / Expired
| Status | Meaning |
|---|---|
| Draft | Being prepared, not yet sent to the client |
| Sent | Emailed to the client, awaiting response |
| Accepted | Client has agreed to the terms |
| Rejected | Client declined |
| Expired | Valid-until date passed without a response |
| Converted | Quote has been converted to a job or invoice |
Quotes past their Valid Until date are automatically moved to Expired when the system loads.
Creating a quotation
- Go to Quotations → New Quotation
- Select or add a client
- Add a description and validity period
- Add line items — each with a description, quantity, unit rate, and VAT %
- Apply VAT settings (inclusive or exclusive)
- Save as Draft
Pipeline view
The default view is a Kanban pipeline grouped by status. Drag quotes between columns or use the status buttons in the detail view to advance them.
Switch to List view for a sortable table — useful when managing a high volume of quotes.
Sending a quotation
From the quote detail view, click Send. This opens a pre-filled email form with:
- Recipient email (from client profile)
- Subject and body with quote number and totals
- Quote status automatically changes to Sent
Approvals
Users with quotation.approve permission can:
- Accept a quote — marks it as Accepted, ready to convert
- Reject a quote — marks it as Rejected with a reason
- Convert a quote — creates a Draft Invoice or opens a New Job pre-filled from the quote
Users with only quotation.create or quotation.edit cannot approve — they submit for review.
Converting to invoice or job
From an Accepted quote, click Convert:
- To Invoice — creates a Draft Invoice with all line items, client details, and amounts pre-filled. The quote is marked Converted.
- To Job — opens Job creation with client and description pre-filled.
Printing and PDF
Click Print / PDF to open a print-ready version of the quotation. Two templates are available:
- Standard — clean layout with line items table
- Formal — includes company letterhead, terms, and signature block
Templates are configured in Settings → Documents.
Duplicating a quote
Use the Duplicate button to create a new Draft copy of any quote — useful for repeat clients or similar engagements. The duplicate gets a new quote number and resets status to Draft.
Permissions
| Permission | What it allows |
|---|---|
quotation.view | View all quotations and their details |
quotation.create | Create new quotations and save as Draft |
quotation.edit | Edit line items, pricing, notes, and mark as Sent |
quotation.approve | Accept, reject, or convert quotations |
quotation.delete | Delete Draft or Rejected quotation records |