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Quotes

How to add, edit and delete quotes

Written by Callum McFadgen
Updated over a week ago

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 in the admin area and in the POS, it can be opened in the cart and checked out like a regular order.

How do I add a quote?

In the admin area

  1. Go to Commerce > Quotes > Quotes.

  2. Click Add in the top right.

  3. Optionally, select a Person.

  4. Optionally, select an Organisation.

  5. Optionally, enter a Reference.

  6. Select a Currency.

  7. Select a Pricing tier.

  8. Select a Tax zone.

  9. Optionally, select an Expiry date.

  10. Optionally, enter a Shipping address.

  11. Optionally, enter a Shipping notification email address.

  12. Optionally, enter Special instructions.

  13. Optionally, enter a Note for customer.

  14. Optionally, enter an Internal note.

  15. Click Add.

In the POS

Adding quotes in the POS involves converting a cart into a quote.

  1. Click the icon and click Sell.

  2. Add products or product variants to the cart by clicking the relevant tiles.

  3. Optionally, click the icon and click Add customer to add a Customer.

  4. Optionally, click the icon and click Add additional information to add Special instructions, a Note for customer or an Internal note.

  5. Optionally, click the icon and click Add shipping to add a Shipping address and Shipping price.

  6. Click the icon and click Create quote.

  7. Optionally, add a Reference and/or an Expiry date.

  8. Click the icon to convert the cart into a quote.

How do I view a quote?

In the admin area

  1. Go to Commerce > Quotes > Quotes.

  2. Find the relevant quote and click View in the Options column.

  3. 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?'.

In the POS

  1. Click the icon and click Quotes.

  2. Find the relevant quote and click it.

  3. On the top right is a icon with options to Delete, Archive or Edit the quote, if the quote has at least one item then there will also be options 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

  1. Go to Commerce > Quotes > Quotes.

  2. Find the relevant quote and click Edit under the More drop-down menu in the Options column.

  3. Edit the quotes details.

  4. Click Update.

In the POS

  1. Click the icon and click Quotes.

  2. Find the relevant quote and click it.

  3. Click the icon and click Edit.

  4. Edit the quotes details.

  5. Click the icon.

Note: The fields available for editing are limited once a quote has been Accepted.

How do I archive a quote?

In the admin area

  1. Go to Commerce > Quotes > Quotes.

  2. Find the relevant quote and click View in the Options column.

  3. Click the Archive button in the top right.

In the POS

  1. Click the icon and click Quotes.

  2. Find the relevant quote and click it.

  3. Click the icon and click Archive.

How do I unarchive a quote?

In the admin area

  1. Go to Commerce > Quotes > Quotes.

  2. Find the relevant quote and click View in the Options column.

  3. Click the Unarchive button in the top right.

In the POS

  1. Click the icon and click Quotes.

  2. Find the relevant quote and click it.

  3. Click the icon and click Unarchive.

How do I delete a quote?

In the admin area

  1. Go to Commerce > Quotes > Quotes.

  2. Find the relevant quote and click Delete under the More drop-down menu in the Options column.

  3. Click Delete.

In the POS

  1. Click the icon and click Quotes.

  2. Find the relevant quote and click it.

  3. Click the icon and 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?

Quotes move through a series of statuses that reflect their lifecycle.

When a quote is created, it automatically has a status of Draft. Once items have been added, the quote can be marked as Sent, allowing the customer to review it.

After a quote has been sent, the customer may either accept or decline it.

  • If the customer declines the quote, the status can be changed to Declined. Declined quotes can still be edited, and their status can be changed to Accepted at any time.

  • If the customer accepts the quote, the status can be changed to Accepted.

Once a quote has been Accepted, it becomes locked and can be converted into an order.

If a quote needs to be cancelled after it has been Sent, Declined, or Accepted, it can be marked as Cancelled. Cancelled quotes cannot be edited, accepted, or converted into an order.

The status of a quote is managed in the quote view. See 'How do I view a quote?'.

In the admin area

  • Sent - click the Mark as sent button in the top right and click Update or by emailing the quote to a customer, see 'How do I email a quote?'.

  • Declined - click the Mark as declined button in the top right and click Update.

  • Accepted - click the Mark as accepted button in the top right and click Update

  • Cancelled - click Cancel under the More drop-down menu in the top right and optionally enter a Reason for cancelling and click Cancel.

  • Ordered - See 'How do I convert a quote into an order?'.

In the POS

  • Sent - click the icon and click Mark as sent and click the icon or by emailing the quote to a customer, see 'How do I email a quote?'.

  • Declined - click the icon and click Mark as declined and click the icon.

  • Accepted - click the icon and click Mark as accepted and click the icon.

  • Cancelled - click the icon and click Cancel and optionally enter a Reason for cancelling and click the icon.

  • Ordered - See 'How do I convert a quote into an order?'.

How do I duplicate a quote?

There may be situations where you have a quote that has already been accepted that you would like to change before creating an order, or where you would like to reuse a quote that has been cancelled.

In these situations, you can create a duplicate quote. A duplicated quote contains most of the information from the original quote but is set to Draft, allowing it to be edited before being sent to the customer or converted into an order.

In the admin area

  1. Go to Commerce > Quotes > Quotes.

  2. Find the relevant quote and click View in the Options column.

  3. Click Duplicate under the More drop-down menu in the top right

  4. Optionally enter a Reference.

  5. Optionally, select an Expiry date.

  6. Click Duplicate.

in the POS

  1. Click the icon and click Quotes.

  2. Find the relevant quote and click it.

  3. Click the icon and click Duplicate to open the quote as a cart.

  4. lick the icon and click Create quote.

  5. Optionally, add a Reference and/or an Expiry date.

  6. Click the icon to convert the cart into a quote.

How do I email a quote?

In the admin area

  1. Go to Commerce > Quotes > Quotes.

  2. Find the relevant quote and click View in the Options column.

  3. Click the Email quote button in the top right.

  4. Enter a To email address. If the quote has a person or organisation with a relevant email address, then this will be pre-filled.

  5. Optionally, enter BCC email addresses.

  6. Optionally, enter a Reply-to email address

  7. Enter a Subject.

  8. Click Send.

In the POS

  1. Click the icon and click Quotes.

  2. Find the relevant quote and click it.

  3. Click the icon and click Email.

  4. Enter an Email address. If the quote has a person or organisation with a relevant email address, then this will be pre-filled.

  5. Enter a Subject.

  6. Click the icon to send.

Emailing a quote via the admin area or the POS automatically updates the quotes status to Sent.

How do I print a quote?

In the admin area

  1. Go to Commerce > Quotes > Quotes.

  2. Find the relevant quote and click View in the Options column.

  3. Click the Download quote button in the top right.

The quote will be downloaded as a PDF file, ready for printing or distribution.

In the POS

  1. Click the icon and click Quotes.

  2. Find the relevant quote and click it.

  3. Click the icon and click Print.

  4. If the POS is running on a device and connected to a receipt printer, the quote will be printed automatically.

  5. If the POS is running through a browser then a printer dialog will be opened allowing you to select the printer and adjust the formatting before printing the quote.

If more than one paper size is set, then you will have the option of selecting either A4 or Thermal printing, see Selecting a printer paper size.

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

  1. Go to Commerce > Quotes > Quotes.

  2. Find the relevant quote and click View in the Options column.

  3. Click the Convert to order button in the top right.

  4. Optionally, select an Intended payment method.

  5. Optionally, enter a Purchase order number.

  6. Tick/un-tick Send order confirmation email.

  7. Click Convert

In the POS

  1. Click the icon and click Quotes.

  2. Find the relevant quote and click it.

  3. Click the icon and click Open to open the quote as a cart.

  4. Click Checkout and complete the checkout process, see 'Checkout'.

  5. Click Place order, the quote has now been converted to an order.

How do I add/edit shipping for a quote?

In the admin area

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.

  1. Go to Commerce > Quotes > Quotes.

  2. Find the relevant quote and click View in the Options column.

  3. Ensure the quote has items, see 'How do I add items to a quote?'.

  4. Click Edit to the right of Shipping below the Items list.

  5. Under the heading What type of shipping are you using? select either Shipping rate or Shipping price.

  6. If using Shipping rate, select a Shipping rate.

  7. If using Shipping price, enter a Shipping price.

  8. If using Shipping price, enter a Shipping discount rate.

  9. Click Update.

In the POS

  1. Click the icon and click Quotes.

  2. Find the relevant quote and click it.

  3. Click the icon and click Open to open the quote as a cart.

  4. Click the icon and click Add shipping if adding new shipping or Update shipping if updating existing shipping.

  5. Add or update the shipping details and click the icon.

  6. Click the icon and click Update cart.

  7. Optionally, add or update Reference and/or Expiry date.

  8. Click the icon to update the quote with the new or updated shipping.

Note: once a quote has been accepted, it cannot be updated.

How do I add items to a quote?

In the admin area

  1. Go to Commerce > Quotes > Quotes.

  2. Find the relevant quote and click View in the Options column.

  3. Click Add to the right of Items.

  4. Select a product/variant from the Item dropdown.

  5. Enter a Quantity.

  6. Click Add.

Note: Items cannot be added once a quote has been Accepted.

In the POS

  1. Click the icon and click Quotes.

  2. Find the relevant quote and click it.

  3. Click the icon and click Open to open the quote as a cart.

  4. Add products or product variants to the cart by clicking the relevant tiles.

  5. Once the items have been added, click the icon and click Update cart

  6. Optionally, add or update Reference and/or Expiry date.

  7. Click the icon to update the quote with the new items.

Note: once a quote has been accepted, it cannot be updated.

How do I edit quote items?

In the admin area

  1. Go to Commerce > Quotes > Quotes.

  2. Find the relevant quote and click View in the Options column.

  3. Find the relevant item in the list and click Edit in the OPTIONS column.

  4. Change the details of the item.

  5. Click Update.

Note: Items cannot be edited once a quote has been Accepted.

In the POS

  1. Click the icon and click Quotes.

  2. Find the relevant quote and click it.

  3. Click the icon and click Open to open the quote as a cart

  4. Click an item in the cart and change the details of the item.

  5. Once the items have been updated, click the icon and click Update cart.

  6. Optionally, add or update Reference and/or Expiry date.

  7. Click the icon to update the quote with the updated items.

Note: once a quote has been accepted, it cannot be updated.

How do I delete items from a quote?

In the admin area

  1. Go to Commerce > Quotes > Quotes.

  2. Find the relevant quote and click View in the Options column.

  3. Find the relevant item in the list and click Delete under the More drop-down menu in the OPTIONS column.

  4. Click Delete.

Note: Items cannot be edited once a quote has been Accepted.

In the POS

  1. Click the icon and click Quotes.

  2. Find the relevant quote and click it.

  3. Click the icon and click Open to open the quote as a cart.

  4. Click an item in the cart and drag to the left, then click Remove.

  5. Once the items have been removed, click the icon and click Update cart.

  6. Optionally, add or update Reference and/or Expiry date.

  7. Click the icon to update the quote with the removed items.

Note: once a quote has been accepted, it cannot be updated.

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