Quotations¶

Build versioned, customer-ready quotations directly from a deal. Pull line items from the inventory catalog, attach supporting files, control exactly which sections appear on the customer-facing PDF, and route through internal approval before sending.

This guide walks through every feature on the quotation form, end to end.

Quotation List¶

Browse all quotations under CRM → Customers → Quotations:

Quotation number and version
Title and linked deal
Customer name
Total amount and currency
Status — Draft, Pending Approval, Approved, Sent, Viewed, Accepted, Rejected, Expired
Validity date

Click any row to open the quotation detail.

Creating a Quotation¶

Quotations are always tied to a deal — they live on the opportunity, not on the lead or customer directly.

Open a deal page (CRM → Deals → All Deals → any deal)
In the Quotations section, click + Create Quotation
Fill in the form (described below)
Click Create Quotation — the quotation is saved as Draft and opens for review

Don’t see Create Quotation on a lead?

From a lead page, Create Quotation opens the Qualify Lead dialog if the lead doesn’t have a deal yet. Quotations always belong to a deal — qualifying creates the deal you need.

The Quotation Form¶

The form is split into three columns: details on the left/main area, totals and context cards on the right.

Quotation Details¶

Field	Required	Notes
Title	Yes	Short name for the quote, e.g. Office Fit-out Phase 1.
Valid Until	Yes	Date the offer expires. Default: today + 30 days.
Expected Delivery	No	When you expect to ship/complete the work. Distinct from Valid Until (which is just how long the offer stands). Customer-visible by default; can be hidden via Display Options.
Customer PO Reference	No	The customer’s purchase order number, if they’ve issued one.
Currency	No	Defaults to your tenant currency. Override per quote (INR / USD / EUR / GBP / AED / SGD).
FX Rate	When currency ≠ tenant base	Rate from the quote currency to your tenant base currency. Auto-filled to `1` when currencies match; rep enters it otherwise. Carries through to invoices generated from this quote so cross-currency totals stay consistent.
Description	No	A short paragraph explaining the scope.

Display Options (per-quote override)¶

A collapsible card titled Display Options with a summary like "6 of 7 sections shown on the customer-facing quote".

Click Edit to flip any of the seven toggles for this specific quote:

Show item images — thumbnails next to each line, sourced from the linked inventory item.
Show HSN/SAC column — GST classification per line.
Show discount column — per-line discount %.
Show item-wise tax breakdown — tax per line vs total only.
Show expected delivery date — the date entered in the Quotation Details card.
Show notes to customer — the Notes to Customer paragraph under the totals.
Show signature block — a signature line for the customer.

Defaults come from Settings → Quotation Defaults (see Tenant Defaults below). Per-quote changes only affect this one quote.

Line Items¶

Each row represents a quoted product or service. Add unlimited rows; reorder by dragging the handle (⋮) on the left.

Adding from the inventory catalog¶

Click 📦 Pick from catalog on a line
Search by SKU or name in the popover — each result shows the item thumbnail, SKU, available stock and selling price
Click an item to attach it

The picker pre-fills:

Description — the inventory item name
Unit — the item’s unit (pcs, sqm, kg, ...)
Unit Price — the item’s Selling Price (falls back to Unit Cost if no selling price is set)
HSN/SAC — the item’s HSN code
Image — displayed in the row header next to the description

A pill appears showing SKU · name. Click Unlink to detach the catalog reference (the line stays, just becomes free-text).

You can override any pre-filled field after picking — the line stays linked unless you unlink it.

Adding a free-text line¶

If an item isn’t in the catalog, click + Add Item and fill in description, qty, unit, unit price, tax, discount manually.

Section headers¶

Click + Add Section to insert a heading row. Section rows render as a bold uppercase title that visually groups the items below them. They’re ignored in totals math.

Typical use: structure a multi-discipline quote into Civil Work, Electrical, Plumbing, etc.

Each section header has a chevron toggle on the left:

Expanded (default) — items below the header are shown. Drag the header to reorder it independently of its children.
Collapsed — child items are hidden; the header shows "N items hidden". Drag the collapsed header and the entire group (header + children) moves together as a unit. Useful for shuffling whole sections in long quotes without scrolling past their items.

Per-line fields¶

Field	Notes
Description	Required.
Quantity	Required.
Unit	pcs, sqm, sqft, lm, hr, day, lot, set, etc.
Unit Price	Per-unit price in the quote’s currency.
Amount	Auto-calculated = qty × price × (1 − discount %).
Tax %	Per-line tax rate (default 18% for GST).
Discount %	Per-line discount.
HSN/SAC	Tax classification. Auto-filled from the catalog item if linked; editable.

Drag a row by the ⋮ handle to reorder. Click 🗑 to delete a row (must keep at least one).

Commercial Terms & Notes¶

Field	Visible to customer?	Use
Payment Terms	Yes	Free-text e.g. 50% advance, 50% on completion or Net 30.
Notes to Customer	Yes (controlled by Display Options)	Friendly note rendered above the signature block.
Internal Notes	No	Private notes for your team — never shown on the customer PDF or share link.

Addresses¶

Per-quote shipping and billing address overrides. Leave blank to use the customer’s default address — useful when a quote ships to a different site than the registered office.

Each block has: Attention, Address line 1, Address line 2, City, State, Country, Postal Code. Clear wipes the block back to defaults.

Terms & Conditions¶

A long-form text block (defaults to a standard 5-line template). Use this for legal terms, warranty info, scope exclusions — anything that’s the same on most quotes. For attachable T&C PDFs, see Tenant Document Library below.

Summary (right column)¶

Live totals as you edit.

Tax mode¶

A dropdown at the top of the Summary card flips how line prices are interpreted:

Added on top (default) — unit_price is net. Tax is added to the line. Standard for B2B quotes.
Included in price — unit_price is gross. Tax is backed out for the subtotal/tax breakdown — the displayed line price doesn’t change. Common in retail-style quotes where the customer expects to see "all-in" prices.

A short hint under the dropdown reminds the rep what the current mode means.

Totals breakdown¶

Line	Computed
Subtotal	Sum of all non-section line amounts (net of per-line discount; gross or net depending on tax mode).
Discount	Sum of per-line discounts + the Additional Discount value (resolved to a rupee amount based on its type).
Tax	Sum of per-line tax. Labelled "(included)" when tax mode is inclusive.
Shipping	Value of the Shipping / Delivery Charge input.
Adjustment	Value of the Adjustment input (can be negative).
Grand Total	Subtotal − discount + tax + shipping + adjustment, in the quote’s currency.

Editable inputs at the bottom¶

Additional Discount — number input alongside a fixed/% selector.
Fixed: amount in the quote currency, deducted from the grand total directly.
Percent: a percentage applied against the subtotal. The card shows the computed deduction live (e.g. = ₹500).
Shipping / Delivery Charge — flat amount added to the total.
Adjustment (+/-) — miscellaneous +/- catch-all (rounding, last-minute concession, etc.).

Internal margin (cost-aware users only)¶

When at least one line is linked to a catalog item with a selling price and unit cost set, an Estimated Margin row appears in amber:

Margin (internal) — selling - cost summed across linked lines, with margin %.

Visibility is gated by the inventory.view_costs permission. Anyone without that permission never sees this row, and the same applies on the Inventory pages where margins also surface. Customers never see it — it’s never rendered to a share link or PDF.

Sidebar context cards¶

Read-only cards on the right column showing context the user shouldn’t edit on this form:

Deal — deal title and number, links back to the deal
Client — customer/lead name and customer number
Previous Quotations (on Create page only) — list of earlier quotes on this deal

Editing a Quotation¶

Open a quotation → click Edit (visible while status is Draft).

The edit form is identical to the create form. Save behaviour depends on status:

Current status	What happens on save
Draft	Updates the quotation in place — same id, same version, line items replaced. No clutter.
Sent / Approved / Accepted / etc.	Creates a new version (same quotation number, version + 1, status reset to Draft). The old version is preserved as an audit record of what the customer actually received.

The toast confirms which path ran: "Quotation saved" (in-place) vs "Saved as version 2" (new version).

Why versioning matters

Once a quote has left your office (sent, approved, etc.) the customer has a copy. Editing it shouldn’t silently change history. Versions keep the audit trail honest. Drafts are private to your team — they edit freely.

Attachments¶

Each quotation has its own attachments section showing on the right column of the detail page (and on the edit page).

Adding files¶

Drag-drop files into the dotted zone, or click to browse — multi-file supported.
Each file uploads to S3 directly (presigned URL flow) and appears in the list with name, size, uploader, and a download link.
Click 🗑 to remove a file. Removing a library file from one quote doesn’t affect the library or other quotes.

Customer-visible vs internal¶

Each attachment has a is_customer_visible flag (defaults to true). Customer-visible files travel with the quote when sent / shared. Internal-only files stay in the ERP for your team.

Typical attachments¶

Engineering drawings, CAD/PDF
BOM (bill of materials) spreadsheet
Site survey photos
Customer’s own RFQ
Brand guidelines or reference images
Long-form T&C addendum

Document Library¶

Reusable files that can auto-attach or be one-click added to every new quotation. Configured under Settings → Document Library.

Library doc modes¶

Mode	Behaviour
Auto-attach	Snapshotted onto every new quotation that matches the Applies to flag. The file appears in the quote’s attachments list at create-time.
Available	Shows up under Add from library in the per-quote attachment picker — one click to attach.
Internal only	Visible to staff in the library; never auto-attached, never shown to customer. Use for files like internal price lists.

For each library doc, also pick which document types it applies to: Quotations, Proformas, Invoices (any combination).

Adding a library document¶

Open Settings → Document Library
Click + Add Document
Choose the file (drag/drop or click), enter a name and optional description
Pick the Behaviour (mode) and which document types it Applies to
Click Add to Library

Editing later¶

Each row has an inline mode dropdown — flip between Auto-attach / Available / Internal only on the fly. Delete with the trash icon.

Library changes don’t alter sent quotes

When a quote is created, current library defaults are snapshotted as quotation attachments. Updating a library doc later won’t change what the customer was sent. New quotes created after the change get the new version.

Adding from the library to a quote¶

On any quote’s Attachments section, click 📖 Add from library. A picker shows every Available library doc that hasn’t already been attached. Click one to attach it instantly.

Tenant Defaults¶

Set tenant-wide defaults under Settings → Quotation Defaults:

The six Display Options toggles (Show item images, Show HSN, Show discount column, Show tax breakdown, Show notes, Show signature block) all default from this page.

When a new quote is created, the current tenant defaults are snapshotted into that quote’s display_options. Per-quote overrides via the Display Options card on the form override the snapshot for that one quote.

Changing tenant defaults later does not retroactively change existing quotes — same audit-friendly snapshot pattern as the document library.

Currency¶

The currency for a quotation is set on the form. Defaults to the tenant currency from Settings → Company → Default Currency. Override per-quote via the Currency dropdown in Quotation Details.

Once a quote is created, the currency is locked into the record — a customer who agreed to a USD quote always sees a USD record. If you need a different currency, create a new version (or a new quote).

Supported currencies today: INR, USD, EUR, GBP, AED, SGD.

Approvals¶

If an approval workflow exists for quotations under Settings → Workflow Engine → Approval Workflows, quotations must be approved internally before they can be sent.

Submitting for approval¶

Open a draft quotation
Click Submit for Approval
Status changes to Pending Approval; approvers are notified

Approving / rejecting¶

Navigate to the quotation (or your Approvals page)
Review details and line items
Click Approve or Reject with a reason
On final approval, status changes to Approved

If no quotation approval workflow is configured, drafts can be sent directly without approval.

Sending to Customer¶

Open an Approved (or Draft, if no workflow) quotation
Click Send
The quotation is emailed to the customer’s contact email
Status changes to Sent

Click Share to generate a public link the customer can use to view the quotation online (no login required). The link expires; click again to refresh.

Converting to Proforma or Invoice¶

Once a quotation is Accepted, the Convert button on the quotation detail opens a dropdown with two options:

Convert to Proforma — creates a proforma invoice using the same line items, totals, customer, and addresses. The proforma can later be turned into a tax invoice once the customer pays. This is the standard path when you want a payable document with terms before issuing the legal invoice.
Convert to Invoice — skips the proforma step and creates a GST tax invoice directly from the quote. Useful when no advance/proforma is needed and you’re ready to bill.

Both paths copy:

Title, description, customer, currency
All non-section line items (description, qty, unit, price, tax, discount, HSN)
Discount type, discount amount, shipping, adjustment
FX rate to base currency (so cross-currency totals stay consistent on the invoice)
Notes to customer; terms & conditions

The CGST/SGST/IGST split on the invoice is left blank — the rep picks the place-of-supply on the invoice form and the tax breakdown is computed from there.

Direct-to-invoice requires the quotation to be in Accepted status and linked to a customer. The button is disabled otherwise; the API rejects with a clear error.

Inventory & Catalog Integration¶

The line item picker reads from your Inventory Items catalog. To make items appear with images and proper pricing:

Setting up an inventory item for quoting¶

Open Inventory → All Items → an item, click Edit (or + New Item to create one). The form has these quote-relevant fields:

Selling Price — the default price used when the item is added to a quotation. If left blank, the picker falls back to the Unit Cost.
Item Image — click Upload image to attach a thumbnail (drag-drop). Shown in the catalog picker, in the inventory list, and on quote line items when Show item images is on.
HSN/SAC Code — auto-filled into the line item’s HSN/SAC field when the item is picked.
Unit — used as the line’s default unit.
Description — carried over as the line’s default description.

Cost vs Selling Price

Unit Cost is what you pay the supplier. Selling Price is what you quote the customer. Keeping them separate lets you report margin per item later — don’t use cost as the quote price unless that’s intentional.

Quick reference: where each feature lives¶

Feature	Where to find it
Create quotation	Deal detail → Create Quotation
Edit quotation	Quotation detail → Edit (only for drafts)
Drag to reorder lines	`⋮` handle on each line item
Section headings	+ Add Section button
Collapse / expand a section	Chevron toggle on the section header
Move whole section as a unit	Collapse the section first, then drag
Pick from catalog	📦 Pick from catalog on each line
Quote-level discount (fixed or %)	Summary card → Additional Discount + selector
Tax inclusive vs exclusive	Summary card → Tax mode dropdown
Internal margin	Summary card (when at least one catalog-linked line, and you have `inventory.view_costs`)
Expected delivery date	Quotation Details card
FX rate (cross-currency quotes)	Quotation Details card (appears when currency ≠ tenant base)
Per-quote display toggles	Display Options card on the form
Tenant display defaults	Settings → Quotation Defaults
Per-quote attachments	Attachments card on detail/edit page
Reusable T&C / brochures	Settings → Document Library
Send to customer	Quotation detail → Send
Public share link	Quotation detail → Share
Convert to proforma or invoice	Quotation detail → Convert dropdown (after acceptance)