Quotes — create, send and convert to sales orders
Quotes are priced offers sent to customers before commitment. Accept a quote to convert it into a Sales Order with a single click.
Section 01
What are Quotes?
1 minute
Quotes live under Commerce › Sales › Quotes. A Quote is a priced offer sent to a customer before commitment. Once the customer accepts it, the Quote is converted into a full Sales Order with a single click — carrying the line items, pricing and customer details across automatically.
- Statuses: Draft, Expired, Accepted, Superseded, Converted
- Revision history is tracked — each re-issued quote is marked V2, V3, etc.
- The old version becomes Superseded when a new version is issued
- Quotes do not affect stock or finances until accepted and converted to a Sales Order
Section 02
Quotes list
2 minutes
The Quotes list shows all quotes in a sortable table. The header shows the total quote count and a quick-access New Quote button.
| Quote # ↕ | Customer ↕ | Status ↕ | Valid Until ↕ | Total ↕ | Action |
|---|---|---|---|---|---|
Q-2026-0006 | BBetty | Accepted | — | GBP 864.00 net GBP 720.00 | View |
Q-2026-0005 | BBetty | Superseded | — | GBP 864.00 net GBP 720.00 | View |
Q-2026-0004V2 | C1Customer 1 | Draft | 24 Jun 2026 Expired | GBP 11.52 | View |
| Column | What it shows |
|---|---|
| Quote # | The quote reference — e.g. Q-2026-0006. A V2 badge appears when the quote has been revised and a new version issued. |
| Customer | Avatar initials with customer name — e.g. Betty or Customer 1. |
| Status | Draft — created, not sent. Expired — validity date passed. Accepted — customer agreed. Superseded — replaced by a newer version. Converted — turned into a Sales Order. |
| Valid Until | Expiry date of the quote — e.g. 24 Jun 2026. A red Expired sub-label appears when the date has passed. Blank (—) means open-ended. |
| Total | The gross total in GBP — e.g. GBP 864.00. A net GBP 720.00 sub-line appears when VAT or discounts apply. |
| Action | View opens the full quote detail page. |
Section 03
Create or edit a Quote
2 minutes
Click + New Quote from the list, or Edit from the detail page. Both open the same form — the Edit form is pre-populated with existing values.
Quote Details
Customer, reference, currency and validity period
Line Items
Tab between cells for fast entry — product selection auto-fills price, VAT and unit
| # | Product | QTY | UNIT | PRICE | DISC % | VAT % | TOTAL |
|---|---|---|---|---|---|---|---|
| 1 | ea (base)▾ | 20 | 0.00 |
| Field | Required | What to enter |
|---|---|---|
| Customer | Yes | Search and select the company this quote is addressed to — e.g. Customer 1 or Betty. |
| Reference / Name | No | Optional internal label — e.g. Spring order, Q2 supply. Visible only to your team, not on the customer PDF. |
| Currency | Yes | 3-letter ISO currency code — defaults to GBP. Can also be USD, EUR, etc. |
| Valid Until | No | Expiry date in dd/mm/yyyy format. Leave blank for an open-ended quote that does not expire. Once the date passes the quote status changes to Expired. |
| Product (line item) | Yes (at least 1) | Search the product catalogue. Selecting a product auto-fills price, VAT % and compatible units — e.g. Biodegradable Cleaning Brush. |
| QTY | Yes | The quantity being quoted — e.g. 3. |
| UNIT | Auto-filled | Auto-filled on product selection — e.g. ea (base). The dropdown only shows units compatible with the selected product. |
| PRICE | Auto-filled | Unit price — auto-filled from the product catalogue. Can be overridden per line — e.g. 4.00. |
| DISC % | No | Line-level discount percentage — e.g. 4% applied to the Biodegradable Cleaning Brush reduces GBP 12.00 → GBP 11.52. |
| VAT % | Auto-filled | Auto-filled from the product configuration — e.g. 20 (standard rate) or blank (zero-rated). Can be overridden. |
| + Add line | N/A | Adds another product row. Tab between cells for fast entry — pressing Tab from one field moves to the next automatically. |
In the Line Items table, pressing Tab moves focus to the next cell automatically. Selecting a product fills Price, VAT % and Unit in one step — you only need to enter the quantity and optional discount.
Section 04
Quote detail page
2 minutes
Clicking View on any quote opens its detail page. The detail page shows the quote's current status in the header banner, the Quote Details card, and the Line Items. The footer shows the actions available for the current status.
Customer, currency, validity and total
1 product on this quote
| Product | QTY | Unit | Price | Disc % | VAT % | Net | VAT |
|---|---|---|---|---|---|---|---|
| Biodegradable Cleaning Brush | 3 | ea | 4.00 | 4% | — | 11.52 | 0.00 |
| Element | What it shows |
|---|---|
| Header banner | Quote reference (Q-2026-0004), current status pill, V2 revision badge, customer · currency · line count, and total top-right. |
| V2 badge | Shows when the quote has been revised. The previous version is marked Superseded in the list. |
| Quote Details card | Read-only summary: Customer (Customer 1), Currency (GBP), Valid Until (2026-06-24), Total (GBP 11.52). |
| Converted to a Sales Order banner | Appears inside the Quote Details card when the status is Converted. Contains a direct link to the created Sales Order. |
| Line Items table | Product name (Biodegradable Cleaning Brush), QTY (3), Unit (ea), Price (4.00), Disc % (4%), VAT %, Net (11.52), VAT (0.00). Net/VAT/Total summary at the bottom. |
| ← Quotes button | Returns to the Quotes list from the detail header. |
Section 05
Status lifecycle
2 minutes
A quote moves through a defined lifecycle from creation to conversion. Each status determines which actions are available in the footer of the detail page.
The quote has been created but not yet sent to the customer. It does not affect stock or finances. You can edit line items, download a PDF preview, or send it directly from the detail page.
→ Sent to customer via Email to customer or Send button
The validity date has passed. The quote is still actionable — you can accept it (if the customer confirms out-of-date), reject it, or issue a revised version using Revise.
→ Accept, Reject, or Revise
The customer has confirmed they accept the quote. It is now ready to be converted into a Sales Order. You can also issue a Revise if the customer requests changes after accepting.
→ Convert to Sales Order or Revise
This version has been replaced by a newer revision (V2, V3, etc.). The newer version is listed separately with the V2 badge. Superseded quotes are read-only and kept for audit purposes.
→ No further actions (read-only)
The accepted quote has been converted to a Sales Order. A green banner on the detail page shows "Converted to a Sales Order" with a direct link to the resulting SO. The quote is now read-only.
→ View the linked Sales Order
| Status | How it gets there | Available actions |
|---|---|---|
| Draft | Created via + New Quote. Remains Draft until sent. | Edit, Delete, Download PDF, Email to customer, Send |
| Expired | The Valid Until date has passed. Also the state after Send (quote is awaiting response). | Download PDF, Email to customer, Accept, Reject, Revise |
| Accepted | You clicked Accept on an Expired quote after customer confirmation. | Download PDF, Email to customer, Convert to Sales Order, Revise |
| Superseded | A Revise action was taken — the old version becomes Superseded and a new V2+ draft is created. | Download PDF, Email to customer (read-only — no further state changes) |
| Converted | You clicked Convert to Sales Order on an Accepted quote. | Download PDF, Email to customer, View Sales Order link (read-only) |
Using Revise on any quote opens the edit form pre-populated with the current line items. When you save, a new quote reference is created (e.g. Q-2026-0004 V2) and the original becomes Superseded. Both versions remain visible in the list.
Section 06
Detail page actions by status
2 minutes
The footer of the quote detail page changes based on the current status. Below are the four states you will encounter, with their footer messages and buttons.
Draft — footer
Expired — footer
Accepted — footer
Converted — footer (also shows converted banner in Quote Details card)
The Converted state also shows a green banner inside the Quote Details card linking to the created Sales Order:
Customer, currency, validity and total
| Action | Available in | What it does |
|---|---|---|
| Download PDF | All statuses | Downloads a PDF version of the quote suitable for sending to the customer. |
| Email to customer | All statuses | Sends the quote PDF directly to the customer's email address on record. |
| Edit | Draft only | Opens the New Quote form pre-populated with current values. Available only while the quote is still a Draft. |
| Delete | Draft only | Permanently deletes the quote. Only possible while in Draft status — sent or accepted quotes cannot be deleted. |
| Send | Draft only | Sends the quote to the customer and moves its status to Expired (awaiting response). After sending, Edit and Delete are replaced by Accept / Reject / Revise. |
| Accept | Expired only | Records that the customer has accepted the quote. Status changes to Accepted. Use this once the customer confirms verbally or in writing. |
| Reject | Expired only | Records that the customer declined the quote. The quote moves to a Rejected terminal state. |
| Revise | Expired + Accepted | Opens the edit form with current line items pre-filled. On save, creates a new version (V2+) and marks the current version Superseded. |
| Convert to Sales Order | Accepted only | Converts the accepted quote into a full Sales Order, carrying all line items and customer details across. Quote status changes to Converted and a link to the new SO appears on the detail page. |
A quote in any status — including Accepted — has no impact on stock levels or your financial records. Only once you click Convert to Sales Order does the order enter the fulfilment workflow and stock reservation begins (if enabled).