Quotes: overview, statuses and list

A quote is a priced offer you send to a customer: products, quantities, prices, discounts and tax, for one contact at one account. You email it as a PDF, record the customer's answer, and turn an accepted quote into a deal. Quotes shows every offer your team has made, and what each customer said.

For example, you send price offers to ten shops this month. Open Quotes, and the status chips show how many are Sent, Accepted or Rejected. Pick the Valid This Month view to see the offers that end soon, and follow them up before they run out. When a shop says yes, click Create Deal on its quote to turn it into a deal. No reply gets forgotten.

Before you start

You also need at least one active product. Admins set up products in Settings > Product Management.

How many quotes your company can have depends on your plan. See Plans and limits.

How quotes are created

Add one yourself

Click Create Quote on the quotes list, or click the + button at the top of any page and choose Quote. Fill in the form. See Create and edit a quote.

From a contact's products

Contacts can have a list of products they are interested in, on their Products tab. When the contact asks for a price on one of them, you can start the quote from there instead of from a blank form.

For example, a contact told you last month that they are interested in your payroll software. Today they ask for a price.

1. Open the contact and go to the Products tab.
2. Find the payroll software, open its ⋮ menu and click Create Quote.
3. A new quote opens with the product, the contact and their company already filled in. Add the quantity and any discount, then save it.

You don't have to look up the contact or search for the product again. See Interested products.

By cloning

Copy an existing quote as a new draft, then change what's different. This helps when you make the same offer to another customer. See Clone a quote.

Quote statuses

A quote's status tells you where the offer stands. Each status can only move to the next ones in the table.

• Sent is set when you email the quote from Salesfresh.
• You set every other status yourself, on the quote's page. A quote must be marked Viewed before you can mark it Accepted.
• Deal Created is set when you click Create Deal on an accepted quote, or when a quote conversion rule makes the deal for you.

To change a status, see The quote detail page.

The quotes list

Click Quotes in the sidebar. Above the table there is a coloured chip for each status. Click a chip to see only the quotes in that status. Click it again to see all quotes.

The table shows Quote (its number), Account, Contact, Total, Date, Valid Till, Status, Owner and Created By. A Draft badge means the quote is a copy that hasn't been saved yet.

Toolbar

Filter the list

Want to see only certain quotes, for example sent quotes worth more than 50,000? Use the filter to find them.

1. Click the funnel icon. The Advanced Filter panel opens.
2. Click a saved filter at the top, such as one of your views. Its conditions are loaded below, and you can change them. Or start with an empty condition.
3. Build your conditions. Pick a field, how to compare it, and a value. Click + Rule to add another condition, or + Group to add a set of conditions.
4. Choose AND to show quotes that match every condition, or OR to show quotes that match any of them.
5. Click Apply. The list now shows only the quotes that match.

To see all quotes again, click Clear Filter. The filter isn't saved, so if you want to use the same filter again later, ask your admin to add it as a view. You can't use the filter while View All Records is on.

Views

A view is a saved filter. Every company starts with these:

Expired Quotes helps you clean up. An offer that has run out with no answer is a good reason to call the customer, or to send a new quote with fresh prices.

Row actions

Click the menu at the start of a row to see what you can do with that quote.

Who can see and change a quote

Your admin decides who can see quotes, in Settings > Data Share Policies. It starts as Company Wide.

The person who created a quote can always see it.

Being able to see a quote doesn't mean you can change it. To edit it, change its status, send it or delete it, you need the permission and you must be the owner or the creator.

To give all of one person's quotes to someone else, open the ⋮ menu at the top right of the quotes list, next to Create Quote, and click Change Owner.

Emails owners get

Don't want these emails? Turn them off in Notification settings.

Deleting a quote

Open the quote's menu, click Delete and confirm. A Draft quote is erased straight away. Any other quote is removed from every list, and erased after your company's retention period.

Troubleshooting

Related

• Create and edit a quote
• Send a quote
• The quote detail page
• Quote settings