Quotes
Where: Sales → Quotes
Before you begin
- The customer exists as a company account (see Customers).
- Shipping rates cover the customer's destination if you want a priced delivery option (see Tax & shipping).
Creating a quote from scratch
- Go to Sales → Quotes and press “New quote”.
Sales → Quotes — every quote and its status
- In the dialog, pick the Customer (required), then the first line — “First line (add more in the editor):” — Product (required), Qty, and Unit price (required; in your store currency).
- Press “Create & edit” (disabled until the required fields are filled). You land in the quote editor.
A draft nobody has seen can be deleted from the list with the trash icon on its row. A quote that was sent is the buyer's record and cannot be deleted: edit and re-send it as the next version, or let a new quote for the same request supersede it.
The quote editor
The editor page is titled Quote #N. Across the top: the status tag with version and currency (e.g. sent · v2 · KES), the action buttons “Save lines” and “Send”, and the stage ribbon Draft → Sent → Accepted.
Line items. Each line has: Product (searchable), Qty, Unit, Unit price, Discount, a computed Row total, and a remove ×. Buttons: “Add line” for a normal line and “Add configured product” for a CPQ line (below). The totals under the lines follow what you type — subtotal, VAT at the standard rate when quotes include VAT, and the total — and carry an unsaved tag until you press Save lines. Send saves the lines first, so typed prices always reach the buyer; the same Save lines and Send buttons sit beside the totals.
- Edit the lines, then press “Save lines” — toast “Lines saved” with the new subtotal.
- Press “Send” — toast “Sent (vN)”. Sending bumps the version; every send is an immutable revision the buyer can see in their history.
Once a quote is accepted, declined, or expired, it is final. The editor shows a banner — “This quote is ‹status› and can no longer be edited.” — and both buttons are disabled. If you edit a quote that is currently sent, it withdraws to draft and you re-send it as the next version.
Add configured product (CPQ). For configurable items, press “Add configured product”: pick the product, make a choice in each option group (required groups are flagged; groups say “choose one” or “choose min–max”), set the Quantity, and watch the estimate — “Estimated: ‹n› · final price validated on Add”. Press “Add to quote” — toast “Configured line added”. If you pick a product with no configuration, the dialog says “This product is not configurable.”
Fulfilment. The Fulfilment card asks: “How will this order reach the customer? Set it before sending so the quote is priced correctly.”
- Choose the Method: Deliver to customer or Customer pickup.
- For delivery, pick a Shipping service — options show as “service — currency amount” from your Tax & shipping rates; you can also leave “No service (price at order)”. If nothing appears, the message is “No rates for the customer’s destination” (fix in Tax & shipping).
- For pickup, pick the Pickup location warehouse.
- Press “Save fulfilment” — toast “Fulfilment saved”.
The totals row beneath shows Subtotal · Shipping (or Pickup (no shipping)) · Total, and tags itself “includes unsaved lines” whenever your edits aren’t saved yet.
Conversation. The right-hand or lower Conversation panel is a message thread with the buyer: “Replies here reach the customer in their portal.” Tick “Internal note (not visible to the customer)” to keep a note team-only.
Lines you can't supply (N/A)
When an RFQ asks for something you can't offer, don't delete the line — tick its N/A box.
The line stays on the quote so the buyer sees it was considered, shows N/A instead of a
price on the storefront, the PDF and in the email total, and is left out of the subtotal and
of the order when the buyer accepts. In chat, price BOLT-9=N/A on Q-… does the same.
Send refuses three things, with the reason in the toast: a quote where every line is N/A (nothing to buy), and a quote with an available line still at 0 (“price every line before sending, or mark it N/A”). The buyer, in turn, cannot accept a quote whose priced lines add up to zero. Unsaved line edits are saved for you when you press Send. A quote that is already sent and has not been edited since is refused too (Version N already went to the buyer), and the editor greys Send out with the tag vN is with the buyer — edit a line to send a revision, so a second click never emails the buyer twice. Editing any line withdraws the quote to draft and Send becomes a revision; a quote whose validity has lapsed can be re-sent as a renewal.
VAT on quotes
By default a quote shows prices excluding VAT with the note “VAT added when the order is
created.” If your buyers expect the SAP-style layout with VAT on every line, set the
configuration key quotes.tax_display to inclusive: each line then carries VAT and
Total incl. VAT, the summary shows Subtotal, VAT and Total, and the email and PDF quote
the VAT-inclusive total. Rates come from Tax & shipping for the
buyer's country; a buyer without an address on file is taxed at the country in
tax.default_country (for example KE). The order created on acceptance carries the same VAT.
Buyer counter-offers
Buyers don’t just accept or decline — they can propose changes. When a buyer counters, the quote’s status becomes countered and a Buyer counter-offer card appears in the editor showing, per line, what you quoted versus what the “Buyer proposes”, plus their note.
- Review the proposals.
- Press “Apply proposals to lines” — the toast guides you: “Proposals applied to the line editor — Review, then Save lines and Send.”
- Adjust anything you don’t agree with, “Save lines”, and “Send” the next version.
Acceptance → order
Acceptance happens on the buyer’s side, on the storefront. When they accept:
- The quote’s ribbon reaches the green Accepted stage and the quote becomes read-only.
- An order is created automatically from the quote (with the quoted shipping carried over). The order’s detail page notes its origin: “From quote #N”.
- Any other open quotes for the same RFQ are superseded, so a single RFQ can only ever become one order.
| Quote status | Meaning |
|---|---|
| draft | Being edited; the buyer can’t see it |
| sent | Delivered to the buyer, awaiting their response |
| revised | A newer version was sent after edits |
| countered | The buyer proposed changes — your move |
| accepted | Final — an order was created |
| declined | Final — the buyer said no |
| expired | Final — its validity date passed (an hourly automation expires stale quotes and emails the customer) |