Quotes

A Quote is the document you use to offer a customer the price and terms for the items or services they want to buy, before you commit to selling anything. It doesn't move inventory or post an accounting entry: it's the negotiation step before a Sales Order or an invoice. Once the customer accepts, you generate the Sales Order or invoice directly from the same quote, without retyping the items.

Module: Sales Requires the "Quotes" permission

What it is and what it's for

Use a Quote whenever you want to put in writing the price you're offering a customer before they decide to buy. It's useful to:

Record proposed items, prices, discounts and taxes, without affecting your inventory or accounting.
Print it or email it to the customer, using the predefined format or a custom HTML template.
Link it to an Opportunity in your sales pipeline or to a sales stage, to follow up on the negotiation.
Convert it directly into a Sales Order, a Credit Invoice, a Cash Invoice or a Consignment Sales Order, carrying over its items and data.
Generate invoices for many quotes at once, in a single batch, when your company allows it.

You can also generate a Quote from an already-registered Opportunity or from a Service Request, inheriting the customer, currency, payment terms and pending items.

Screens in this area

Screen	What it does
List	A single list with three variants that switch without reloading the page: All, Pending Authorization and Draft (the last two only if your company uses quote authorization). Filter by date, subsidiary, location, customer, item, customer class, sales rep, sales stage, document number and reference, with customizable columns. The Only pending closure checkbox, selected by default, keeps only the quotes whose sales stage is not a closing stage; if the quote is linked to an Opportunity the Opportunity's stage is used, and quotes that do not have a stage yet are treated as pending. Clear it to also see the ones already closed.
Create / Edit	The quote's form: general data, items table, shipping/billing addresses and, if your company invoices in installments, an installments tab. You can also duplicate an existing quote.
Details	The quote in read-only mode, with buttons to edit, duplicate, void, delete, print, email or share a public link, authorize/reject (when it applies), and generate the matching Sales Order, invoice or Opportunity.
Board (Kanban)	Shows the quotes not yet linked to an Opportunity, organized into columns by sales stage; drag them from one stage to another and filter by sales rep. Requires the Enterprise edition with the Core or Billing module active.
Generate Invoices (batch)	Converts every quote matching a date range, customer, sales stage and department into a Credit Invoice, all at once. The process runs in the background, and you can follow its progress on the Processes screen.
Report	A summary or detailed view of your quotes, with additional filters by division, department, item class, project, opportunity, transaction type, currency and sales territory.

How to use it

Open Quotes from the Sales menu and click New, or start the quote from an Opportunity or a Service Request.
Select the customer: the system proposes their currency, payment terms and default sales rep.
Add the items or services with quantity, price, tax and discount; if your company uses attributes, set those too.
If your company has Opportunities enabled, indicate the sales stage or link the quote to an already-open Opportunity.
Review the shipping and billing addresses if they differ from the customer's, and attach supporting files on the Files tab.
Save the document. If your company uses quote authorization, it stays pending until the assigned authorizer approves or rejects it.
Once it's ready, print it or email it to the customer from the detail screen.
To move the quote along your pipeline without editing it, use the Change stage menu on the detail screen: the stage is updated right away. It is not available on voided quotes, and moving to a stage flagged as "Lost" requires the CRM "Lost Deal" permission.
When the customer accepts, generate the matching document from the detail screen: an Opportunity, a Sales Order (or a Consignment Sales Order), a Credit Invoice or a Cash Invoice. The new document inherits the quote's items, quantities and prices.
If you need to invoice many quotes at once, use Generate Invoices instead of converting them one by one.

Key fields

Field	What it's used for
Customer	Who's being quoted. Determines the default currency, payment terms and sales rep.
Subsidiary / Location	Subsidiary and location the sale is being offered from, if your company has them enabled.
Currency and exchange rate	The document's currency and its rate against the local currency.
Sales rep	Commercial owner of the quote; can only be changed with the specific "Change Sales Rep" permission.
Sales stage / Opportunity	With the CRM module active, every quote must have a sales stage or be linked to an Opportunity.
Items	Each line: item or service, quantity, unit, price, price level, tax, discount and, if your company uses them, attributes and comments.
Shipping and billing addresses	Default to the customer's main address; you can enter different ones just for this document.
Installments	Tab available only if your company invoices in installments; defines the number and dates of installments the generated invoice will inherit.
Source document	Shows the Opportunity or Service Request the quote was generated from, when it applies.
Assigned authorizer	User responsible for approving or rejecting the quote, when your company uses quote authorization; can be reassigned from the detail screen and notifies the authorizer by email and in real time.
Reference and notes	Free text to identify the quote or leave internal instructions.

Quote authorization (optional)

If your company turns this on, every quote starts out Pending and can't be converted into a Sales Order or invoice, or printed for the customer, until the assigned authorizer approves it. From the detail screen, the authorizer can Authorize, Reject, send it back to Pending, or mark it as Draft while it's still being worked on. The main list reflects these same statuses in the Pending Authorization and Draft variants, and you can filter by the assigned authorizer.

Validations when saving

The customer is required, must exist and must be active.
The currency is required on every quote.
With the CRM module active, you must indicate a sales stage or link the quote to an Opportunity; otherwise it can't be saved.
If the quote is linked to an Opportunity, that Opportunity can't be closed.
There must be at least one line with an item, service, or description; you can't leave a quantity or price on a line with no item or name.
Each line's discount percentage, if used, must be between 0% and 100%.
The document number can't be changed once created, and a voided quote can no longer be edited.
Changing the quote's sales rep requires the specific "Change Sales Rep" permission, separate from the general quotes permission.

Availability and permissions

Creating and editing quotes is available on every plan; it doesn't require any add-on module.
The Kanban Board and quote authorization require the Enterprise edition with the Core or Billing module active; authorization must also be turned on in the feature activation screen (Features).
Generate Invoices (batch) requires the Standard plan or higher, and the add permission on Invoices.
Linking a quote to an Opportunity, or requiring a sales stage on it, requires the CRM module (Premium Plus CRM plan or Enterprise with CRM active).
You need the "Quotes" permission; the add, edit, delete, void and reprint levels are controlled separately within that same permission.

Tips and common mistakes

⚠️

"I can't print or convert my quote." If your company uses quote authorization, check its authorization status on the detail screen: it must be Authorized before you can print it or send it to the customer.

ℹ️

"The system asks me for a sales stage." This happens when your company has the CRM module active: every quote must have a stage or be linked to an Opportunity. If you don't run a formal pipeline, pick the default stage configured in Preferences.

💡

Convert the quote directly into a Sales Order or invoice from its detail screen: that way you avoid retyping the items and keep traceability back to the original document.

💡

If you need to invoice many approved quotes from the same stage or customer, use Generate Invoices instead of opening them one by one; the process runs in the background and you can follow its progress on Processes.