Create a quote and convert it into an order

Under Sales → Quotes you create quotes with items from your master data or with custom lines. Once the customer accepts, one click turns the quote into an order – with all line items, addresses, payment terms and texts.

#Step by step

1. Open Sales → Quotes and click New quote (or Sales → Create new → New quote, or New quote … in the customer menu).
2. Select the customer or create a new one.
3. Enter the line items just as you would for an order (see The transaction editor).
4. In the Details tab, check the Valid until field under References as well as the payment terms, and in the Texts tab check the introduction and notes (e.g. delivery time).
5. Under After saving, choose e.g. Show PDF, Print or Send by email and click Save (or Save & new in the menu next to it).

The quote gets its number and the status Open. Without its own date, it is valid for as many days as stored in your company data (default 30 days).

#Changing a quote later

Quotes remain editable until they are converted. When you save a change, a new PDF is created; the old one stays archived.

#Accepted, declined, converted

• At the top of the quote window: Accepted marks an open quote as accepted.
• Convert into order asks for a quick confirmation (Create order) and creates the order. The stock is then reserved, the quote is set to Converted to order and can no longer be changed – only duplicated.
• In the list via right-click: Convert to order …, Mark as accepted, Mark as declined (both also for several quotes), Reopen (for accepted or declined quotes), Duplicate … and Edit. A declined quote must be reopened before you can convert it.

When converting, all transaction data is taken over: lines including custom lines and texts, billing and delivery address, company, currency, tax case and payment terms. This also applies when a quote is converted via the interface (POST /documents/{id}/convert); a quote can only be converted once, even with simultaneous calls.

Via Actions in the window or right-click in the list you also get Document → Show PDF / Download PDF, Output (print, email, save, preview – also for several quotes), Send by email …, Go to order and, under Customer, the customer's quotes, invoices, credit notes and orders.

#Delete a quote

You can delete a quote that has not yet become an order: right-click → Delete and confirm. You need the permission “Delete quotes”. The following cannot be deleted:

• quotes already Converted to order – you can only duplicate them,
• quotes imported from JTL-Wawi – they are kept as they were in JTL.

The deletion is recorded in the change log. Invoices, invoice corrections and cancellations, by contrast, can never be deleted (GoBD) – see Credit notes and cancellations.

#Follow-up and automations

Quotes have their own triggers under Settings → Automations: Quote created, Quote accepted, Quote declined and Quote expiring. “Quote expiring” fires once per quote as soon as an open or accepted quote is valid for only 3 more days; if you extend Valid until, the new date counts again. The template Quote expiring → follow up then sends the customer a friendly email – you adjust text and conditions in the editor. See Triggers and actions.

#List views

The template bar offers All, Open, Accepted, Converted to order and Expired or declined. Expired and declined quotes appear in grey. The columns Number, Date, Customer, Company, Total, Valid until and Status are visible; you can show Net, VAT, Customer no., Order and Sent on as needed. Below the list, the preview shows the line items of the selected quote (eye icon in the toolbar).

#Frequently asked questions

#Does a quote already reserve stock?

No. Only the order reserves stock.

#Can I write a quote without items from the master data?

Yes, with Custom line or Text / heading. Custom lines are carried over into the order as custom lines when converting.