Create Quotation¶
Use this page to create a quotation for a client. A quotation is a formal price estimate or proposal document that outlines products or services, quantities, and pricing. Quotations help clients understand costs before committing to a purchase order.
When to use Create Quotation¶
- Responding to a client's inquiry with a price estimate
- Providing a cost breakdown for custom or bulk orders
- Creating a formal quotation document for sales negotiations
- Tracking proposed pricing and terms for potential deals
How to access Create Quotation¶
From the sidebar, go to Trade Management → Quotations. On the Quotations List page, click the purple (+) icon in the top-right corner.
The system opens the Create Quotation Page.
General Information¶
Fill in the following fields on the General tab:
| Step | Field | What to Do | Description |
|---|---|---|---|
| 1 | Quotation Number | Auto-generated or enter | Unique identifier for this quotation |
| 2 | Quotation Date | Select date | Date the quotation is issued |
| 3 | Client | Select client | The customer receiving the quotation |
| 4 | Status | Select status | Current state (Draft, Sent, Cancelled, etc.) |
| 5 | Valid Until | Select date | Expiration date for the quotation validity |
Required Fields
Fields marked with a red star (*) are mandatory.
Payment Details¶
After adding items, configure the financial details:
| Step | Field | What to Do | Description |
|---|---|---|---|
| 1 | Subtotal | Auto-calculated | Sum of all item totals (Quantity × Rate) |
| 2 | Tax | Enter amount | Tax to be charged on the quotation |
| 3 | VAT | Enter amount | Value-added tax if applicable |
| 4 | Shipping | Enter amount | Shipping or delivery charges if applicable |
| 5 | Discount | Enter amount | Discount offered on the quotation |
| 6 | Total | Auto-calculated | Final proposed amount (Subtotal + Tax + VAT + Shipping - Discount) |
Note
The total is calculated automatically based on items and payment adjustments.
Add Items¶
Add products or services to the quotation:
| Step | Field | What to Do | Description |
|---|---|---|---|
| 1 | Product | Select from dropdown | The product or service being quoted |
| 2 | Rate | Enter or select | Proposed unit price |
| 3 | Qty | Enter quantity | Number of units being quoted |
| 4 | Total | Auto-calculated | Qty × Rate for this line item |
- Click Add another Item to add multiple products to the quotation
- Click the trash icon to remove an item
- Use the edit icon to modify an item's details
Tip
Each item's total is calculated automatically once you enter Rate and Qty.
Terms and Notes¶
Add optional terms, conditions, or internal notes:
| Step | Field | What to Do | Description |
|---|---|---|---|
| 1 | Terms | Enter text | Payment terms, delivery conditions, or special notes |
| 2 | Note | Enter text | Internal comments about the quotation |
Saving the Quotation¶
After completing all sections:
- Click Save to create the quotation as Draft/sent/cancelled based on the status you selected
- Click Save and continue editing to save and stay on the page
- Click Save and add another to save and create another quotation immediately
The quotation is now ready to be sent to the client for review.
Tips
- Client is required — You must select a client before saving
- Valid Until date matters — Set an expiration date so the quotation doesn't stay valid indefinitely
- Status tracks progression — Use Status to mark quotations as Draft, Sent, Accepted, Rejected, etc.
- Keep detailed Terms — Include payment terms, delivery timeframe, and any conditions in the Terms field
- Quotation differs from Invoice — Quotations are proposals; they become invoices only after the client accepts
Related Pages¶
- Quotation Detail — View quotation details and client feedback
- Edit Quotation — Update terms and items before sending
- Convert to Invoice — Convert an accepted quotation into a standard invoice
- Invoice Reports — Track accepted quotations and revenue forecasts