What are quotes?
Quotes are pricing proposals used to present quantities of products or variants to customers prior to purchase. They provide a way to discuss pricing, make adjustments, and gain customer approval before committing to an order.
Quotes progress through a series of statuses that reflect their lifecycle, such as Draft, Sent, Declined, Accepted, and Ordered, which helps to track customer decisions and provides a clear history for reference, reporting, and auditing.
Once a quote has been accepted, it can be converted directly into an order without having to re-enter any product, variant, or pricing details.
How do I add a quote?
In the admin area
Go to Commerce > Quotes > Quotes.
Click Add in the top right.
Optionally, select a Person.
Optionally, select an Organisation.
Optionally, enter a Reference.
Select a Currency.
Select a Pricing tier.
Select a Tax zone.
Optionally, select an Expiry date.
Optionally, enter a Shipping address.
Optionally, enter a Shipping notification email address.
Optionally, enter Special instructions.
Optionally, enter a Note for customer.
Optionally, enter an Internal note.
Click Add.
How do I view a quote?
In the admin area
Go to Commerce > Quotes > Quotes.
Find the relevant quote and click View in the Options column.
On the top right are buttons to Delete, Archive or Edit the quote, if the quote has at least one item then there will also be buttons for managing the quote's status, see 'What are the statuses of a quote?' and 'How do I manage the status of a quote?'.
How do I edit a quote?
In the admin area
Go to Commerce > Quotes > Quotes.
Find the relevant quote and click Edit under the More drop-down menu in the Options column.
Edit the quotes details.
Click Update.
Note: The fields available for editing are limited once a quote has been Accepted.
How do I archive a quote?
In the admin area
Go to Commerce > Quotes > Quotes.
Find the relevant quote and click View in the Options column.
Click the Archive button in the top right.
How do I unarchive a quote?
In the admin area
Go to Commerce > Quotes > Quotes.
Find the relevant quote and click View in the Options column.
Click the Unarchive button in the top right.
How do I delete a quote?
In the admin area
Go to Commerce > Quotes > Quotes.
Find the relevant quote and click Delete under the More drop-down menu in the Options column.
Click Delete.
What are the statuses of a quote?
The statuses used for quotes are:
Draft - quote is in progress.
Sent - The quote has been emailed to the customer or delivered by another method.
Declined - the customer has declined the quote.
Accepted - the customer has agreed to the quote.
Cancelled - the quote has been cancelled.
Ordered - the quote has been converted into an order.
Managing these statuses allows you to create a useful history for the quote.
How do I manage the status of a quote?
In the admin area
The status of a quote is managed in the quote view, see 'How do I view a quote?'.
When a quote is first added, it automatically has a status of Draft. Once items have been added, the status can be changed to Sent by clicking the Mark as sent button in the top right and clicking Update or by emailing the quote to a customer, see 'How do I email a quote?'.
Once a quote has been sent, the customer can either accept or decline it.
If the quote is declined by the customer, the status can be changed to Declined by clicking the Mark as declined button in the top right and clicking Update. A declined quote can still be edited and at any time, the quote's status can be changed to Accepted.
If the quote is accepted by the customer, the status can be changed to Accepted by clicking the Mark as accepted button in the top right and clicking Update.
Once a quote has been accepted, it is locked and can be converted into an order, after which the quote's status will be automatically changed to Ordered. See 'How do I convert a quote into an order?'.
If a quote needs to be cancelled after it has been sent, declined or accepted then the status can be changed to Cancelled by clicking Cancel under the More drop-down menu in the top right and optionally enter a Reason for cancelling before clicking Cancel. A cancelled quote cannot be edited, accepted or converted into an order.
How do I email a quote?
In the admin area
Go to Commerce > Quotes > Quotes.
Find the relevant quote and click View in the Options column.
Click the Email quote button in the top right.
Enter a To email address. If the quote has a person or organisation with a relevant email address, then this will be pre-filled.
Optionally, enter BCC email addresses.
Optionally, enter a Reply-to email address
Enter a Subject.
Click Send.
Emailing a quote automatically updates its status to Sent.
What are the other methods for delivering a quote?
Quotes can also be downloaded as a PDF for printing or for sharing through other channels.
In the admin area
Go to Commerce > Quotes > Quotes.
Find the relevant quote and click View in the Options column.
Click the Download quote button in the top right.
The quote will be downloaded as a PDF file, ready for printing or distribution.
How do I convert a quote into an order?
Once a quote is accepted, it can be converted into an order.
In the admin area
Go to Commerce > Quotes > Quotes.
Find the relevant quote and click View in the Options column.
Click the Convert to order button in the top right.
Optionally, select an Intended payment method.
Optionally, enter a Purchase order number.
Tick/un-tick Send order confirmation email.
Click Convert
How do I add/edit shipping for a quote?
A quote must have a shipping address before shipping can be added or edited. When doing so, you can either select a shipping rate or enter a custom shipping price.
In the admin area
Go to Commerce > Quotes > Quotes.
Find the relevant quote and click View in the Options column.
Ensure the quote has items, see 'How do I add items to a quote?'
Click Edit to the right of Shipping below the Items list.
Under the heading What type of shipping are you using? select either Shipping rate or Shipping price.
If using Shipping rate, select a Shipping rate.
If using Shipping price, enter a Shipping price.
If using Shipping price, enter a Shipping discount rate.
Click Update.
How do I add items to a quote?
In the admin area
Go to Commerce > Quotes > Quotes.
Find the relevant quote and click View in the Options column.
Click Add to the right of Items.
Select a product/variant from the Item dropdown.
Enter a Quantity.
Click Add.
Note: Items cannot be added once a quote has been Accepted.
How do I edit quote items?
In the admin area
Go to Commerce > Quotes > Quotes.
Find the relevant quote and click View in the Options column.
Find the relevant item in the list and click Edit in the OPTIONS column.
Change the details of the item.
Click Update.
Note: Items cannot be edited once a quote has been Accepted.
How do I delete items from a quote?
In the admin area
Go to Commerce > Quotes > Quotes.
Find the relevant quote and click View in the Options column.
Find the relevant item in the list and click Delete under the More drop-down menu in the OPTIONS column.
Click Delete.
Note: Items cannot be edited once a quote has been Accepted.