Sales Quotations: Send Quotes Clients Can Accept Online

Sales Quotations: From Quote to Order or Invoice

Quotations let you price a job for a client before any sale exists — build the quote, email it, and let the client accept or decline it online with one click. Accepted quotes convert into either a draft invoice (for services) or a POS order with linked billing (for products that need preparing), always at the exact totals the client agreed to.

The Lifecycle at a Glance

• Draft — being prepared, not yet emailed.
• Sent — emailed / link shared, awaiting the client. Still editable for revisions.
• Accepted / Declined — the client's decision, recorded online or by you.
• Converted — turned into an invoice, or an order + invoice. Locked.
• Void — cancelled by you.
• Expired — past its Valid Until date with no response (shown as a badge; extend the date and resend to revive).

Creating a Quotation

1. Go to Sales & CRM → Quotations and click Create Quotation — or start from a template (below).
2. Pick a customer (search by name, phone, or email) — or create one inline if they're new.
3. Add line items: choose from your product catalog (prices auto-fill) or type freeform descriptions, with per-line quantity, unit price, tax, and discount.
4. Set a Valid Until date (defaults to 30 days out). After this date the client can no longer accept online.
5. Set Payment Terms (e.g. "Net 30", "COD") — shown to the client and carried onto the invoice at conversion, where they become a computed due date.
6. Use Notes for anything the client should read — inclusions, lead time. Internal Notes stay private to your team.

New quotations start as Draft. Each gets a store-scoped number like QUO-2026-5-000001.

Quotation Templates

If you quote the same packages repeatedly, save them as templates (Quotations → Templates). A template stores line items, client-facing notes, payment terms, and a validity window — the customer is chosen fresh each time.

• From scratch: Templates → New Template.
• From a quotation: open any quote and click Save as Template.
• Duplicate: the copy icon clones a template as "… (Copy)" and opens it for editing — ideal for building Standard/Premium variants of a base package.
• Use: click Use in the library, or pick from the Start from template dropdown on the create form. Everything pre-fills and stays editable; changes never touch the template, and template edits never touch existing quotations.

Sending the Quote

1. Open the quotation and click Send to Client.
2. The email defaults to the customer's address on file — you can override it for one send.
3. The client receives a summary (number, date, validity, total) with a View Quotation button. The email carries your store's logo and brand color.

The link opens a clean quotation page — no login or account needed. The first send moves the quote from Draft to Sent and generates the shareable link, which you can also copy from the quotation page and paste into Messenger, Viber, or SMS.

The Client's Side

On the quotation page the client sees your logo, every line item, the totals, your notes, and the payment terms. While the quote is within its validity date they get Accept Quotation and Decline buttons plus an optional note field (e.g. "can you deliver by Friday?"). Either response updates the quotation instantly and emails you their decision and note.

After the Valid Until date, the page shows an "expired" notice instead of the buttons. To revive an expired quote, edit it, extend the date, and resend.

Recording a Response Yourself

Clients often reply by phone or chat instead of the link. Use Mark as Accepted / Mark as Declined with an optional note like "confirmed by phone Aug 19". Every send, response, edit, and conversion lands in the quotation's Activity log.

Converting an Accepted Quote — Two Paths

Convert to Invoice — for service-only quotes with nothing to fulfill. Creates a draft customer invoice with the exact quoted totals, the payment terms, and a computed due date, cross-linked to the quotation. Review, submit, and send it — the normal invoicing flow (payment link, online payment, reminders) takes over. No order is created and no stock moves.

Convert to Order — for quotes covering products that need preparing or handing over. One click creates all three pieces:

• an unpaid order on the POS Incoming Orders queue — staff accept, prepare, and mark it ready exactly like an online order, with the new-order sound on the POS;
• a linked invoice for the full amount — collecting at the POS (Open Balances) or on the invoice settles both sides together;
• an immediate inventory deduction for the quoted items, since the quote is a committed agreement.

Pick Pickup or Delivery when converting (for delivery, arrange the rider as you normally would). Either path locks the quotation as Converted with links to what it produced; a quotation only ever converts once.

Getting Paid

However the quote converted, collection runs through the invoice: the client can pay from its public page — online via Maya (if your store has Maya configured) or by submitting a manual payment with proof — and you can record payments or collect at the POS. See Customer Invoicing & Collections for the full collections toolkit, including automatic reminders.

Quotations use the same permission as customer invoicing (accounting access). The Quotations list shows your pipeline: open quote value, accepted value, and counts per status.