A Sales Quote (SQ) is a document created to outline the prospective products and services to be sold to a customer. It does not have any impact on your inventory's stock or allocations, but if the Sales Quote is accepted, it can be converted into a Sales Order for further progression through the sale and dispatch process.

As Sales Quotes are managed as separate transactions from Sales Orders, their transaction numbers will use a prefix that differs from Sales Orders. To manage the prefixes used to auto-generate unique transaction numbers when a new SQ is created, head to Settings > System > Prefixes.

To create a Sales Quote, you first need to ensure the following conditions are met:

Determine which users can create, manage, and accept Sales Quotes, by enabling the "Sales Quote" and "View Sales Quotes" role permissions. You can also determine which users see the Average Profit, Cost, Margin, and Profit displayed on the View Quotes page, and the Margin, Profit and Unit Price in a Sales Quote, by granting their respective sub-permissions too.

A Sales Quote can be created in one of the following ways:

To create a new Sales Quote:

To recreate an existing Sales Quote:

After a Sales Quote has been created, you can provide further context for the quote in the field available at the top of the Sales Quote page, and enter the products and charges to be included in the Quote Lines tab.

In the Quote Lines tab, add and manage each product's quoted quantity and price.

To add a new line to a Sales Quote:

Once a Quote Line's been added to an SQ, the fields and functions described in the table below will be displayed to provide further context and detail.

The margin percentage calculated for each line of a Sales Quote is calculated using the quoted product's price versus its cost. A costing hierarchy is applied in Sales Quotes to ensure the most accurate and appropriate margin is calculated. The costing hierarchy for calculating margins in a Sales Quote is as follows:

A product's Nominal Cost can be updated at any time by going to the product's record, in the Purchase tab, update the Nominal Cost field and save. The "Nominal Cost" is only used in the quoting process and does not carry through to the Sales Order.

Include additional charges like shipping, freight or labor on Sales Quotes in the Charge grid, displayed under the Quote Lines. Charges can be added as either:

To add a free-text charge to a Sales Quote:

To add an NDP charge to a Sales Quote:

If you are integrated with Xero or Quickbooks, you will also see a drop-down menu to select which Sales Account the charge will export to if the quote progresses to a sale.

Upload external documentation or files to your Sales Quote using the Attachment tab. The attachments saved on the Sales Quote will then be stored for reference and available to attach to any emails created from your Sales Quote.

Below the Sales Quote's header fields, select the Attachments tab, and from here you can select either "browse local files" to upload from your device, or "search uploaded files" to attach from your existing File Library.

Use the statuses available in Sales Quotes to effectively manage quotes during the prospective sales process. The table below describes how each status is designed to be used.

In a Sales Quote, click on the Save button's drop-down menu to update an open Sales Quote to either Draft, Pending, or Cancelled status. And click on Accept Quote to update the Sales Quote to Accepted status.

If a Sales Quote is no longer needed, but doesn't qualify as a Cancelled Sales Quote, it can be deleted by click in the red Delete button in the bottom right corner of the Sales Quote. After a Sales Quote is deleted, it cannot be printed, emailed or edited.

However, if a deleted Sales Quote is later required for further use, click on the red Undelete button in the bottom right corner of the Sales Quote. The Sales Quote will then be restored to Draft status.

At the bottom of a Sales Quote, you have the option to print or email a Sales Quote. When either is selected, a PDF version of the Sales Quote is generated, using the Sales Quote Doc Designer template selected in the Sales Quote's Template field.

Send the Sales Quote to your prospective customer by clicking on Email in the bottom right corner of the Sales Quote's page. By default, the customer's primary contact and default cc email address will populate in the "Email Sales Quote" window, and the email's Subject and Body will populate from your account's email templates. But you can make any necessary adjustments to the recipients, subject and body of the email, as required. Click on Attach Files to include any documents that have been attached to the Sales Quote, and tick the "Send me a copy" checkbox to include yourself as a recipient. Click Send in the Email Sales Quote to deliver it to your recipients.

To review the emails that have been sent from the Sales Quote, click View Email Log at the bottom of the Sales Quote. The email log does not show each email's contents, but it will show the following details:

After a Sales Quote has reached Accepted status, it can be used to create new Sales Orders, pre-populated with the same details, lines and charges as the Sales Quote.

To create a Sales Order from a Sales Quote:

To provide traceability, the Sales Order will show the Sales Quote's transaction number in a field at the top of the Sales Order. Click on the "Quote Number" field name in the Sales Order to open the Sales Quote it was created from. Similarly, the Sales Quote will show the Sales Order Number of the first Sales Order that was created from it. Click on the "Sales Order Number" field name in the Sales Quote to open the Sales Enquiry, pre-filtered to populate only Sales Orders created from the Sales Quote.