Create and send quotations

Once a lead has been qualified and converted into an opportunity, the next step in the sales process is to prepare and send a quotation. This can be done directly within the CRM workflow.

Create a new quotation

To begin, open the CRM app and access your Pipeline.

Select an opportunity to open its detailed view. Review the existing information and update any details if needed.

Note

If quotations already exist for this opportunity, they can be accessed via the Quotations smart button at the top of the record. The number displayed indicates how many quotations are linked.

Click the New Quotation button located at the top-left.

Important

The Sales module must be installed for this option to be available.

Customer selection

A customer must be defined before sending a quotation. If no customer is linked to the opportunity, a pop-up will prompt you to choose one of the following:

• Create a new customer: generates a new customer record using available information

• Link to an existing customer: select an existing contact from the list

• Do not link to a customer: proceed without associating a customer

After making your selection, the quotation form will open.

Quotation details

Verify and complete the required fields in the quotation form:

• Customer: the recipient of the quotation

• Referrer: optional field for tracking referrals

• Invoice Address: billing location

• Delivery Address: shipping destination

• Quotation Template: apply a predefined template if available

• Expiration: the date until which the quotation remains valid

• Quotation Date: visible in developer mode for tracking purposes

• Recurring Plan: used for subscription-based products

• Pricelist: determines pricing rules

• Payment Terms: defines how and when payment is expected

Tip

The expiration date is automatically calculated based on default settings. You can adjust this by configuring quotation validity in the Sales settings.

If templates are used, the validity period is controlled by the template configuration.

Once all details are completed, click Save.

Add products to the quotation

Use the Order Lines section to add products or services.

Click Add a product, then:

• Search and select an item from the catalog

• Adjust the quantity if required

• Review pricing and other details

To remove an item, click the trash icon.

To organize items:

• Use Add a section to group related products

• Drag and reorder items as needed

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Use the product catalog

For faster product selection, click the Catalog button.

This opens a visual catalog where products are displayed as cards. You can filter items by category or attributes.

To add products:

• Click Add on a product card

• Adjust the quantity using the plus/minus controls or by typing a value

• Click Remove if needed

Once finished, click Back to Quotation to return. All selected items will be added to the order lines.

Preview and send quotation

Before sending, you can preview how the quotation will appear to the customer by clicking Preview. This opens the document in the customer-facing view.

After reviewing, return to edit mode if changes are needed.

To send the quotation, click Send by Email.

An email window will open with a pre-filled template. It automatically includes:

• Customer details

• Quotation summary

• Total amount

A PDF version of the quotation is attached to the email.

Note

You can modify the email template or select a different one if required.

After making any changes, click Send. A copy of the email will be stored in the record’s activity thread.

Once sent, the Quotations smart button updates to reflect the new document. If a quotation is confirmed and converted into a sales order, it will be reflected under the Orders smart button instead.

Mark an opportunity as won or lost

After the customer responds, update the opportunity status to keep your pipeline accurate.

To do this:

• Navigate back to the opportunity

• Click either Won or Lost

If marked as Won, the opportunity moves to the final stage and is labeled accordingly.

If marked as Lost, a pop-up window appears where you can:

• Select or create a Lost Reason

• Add additional notes in the Closing Note field

Tip

Using standardized lost reasons helps improve reporting and analysis. Limit the creation of new reasons to maintain consistency.

After confirming, the opportunity will be marked as lost and removed from the active pipeline.

Important

Lost opportunities are considered archived, but for accurate reporting, they must be explicitly marked as lost, not just archived.