Quotes, revisions, and decisions

Quotes keep complete versions so a correction never rewrites what the customer previously saw or decided.

Availability: Professional and Company; requires commercial operations permission. Level: Intermediate.

Purpose

Use Quotes to detail descriptions, quantities, prices, and taxes for an order, preserve terms, and manually record approval or rejection with evidence.

Requirements

• Order and customer from the same organization.
• A three-letter currency code.
• At least one line with description, positive quantity, and nonnegative price.

Step by step

1. Create a quote from the order and choose its currency.
2. Add 1 to 50 lines on the page, with description, quantity, unit price, and tax from 0 to 100%.
3. Optionally enter terms and a validity date from today onward.
4. If scope or price changes, create a New revision. The earlier revision remains visible and immutable.
5. On the current revision, record Approved or Rejected.
6. Select the channel—phone, email, in person, or other—and name the decision maker; add email, reference, and evidence notes if available.

Rules and effects

• Creating a revision makes it current and leaves the quote Pending.
• Only the current revision accepts a decision, and each revision can have only one.
• Approval closes the quote to later revisions. A new revision can be created after rejection.
• Revisions and decisions cannot be edited or deleted.
• Totals are calculated in the selected currency, with subtotal and taxes kept separately.
• Approving a quote does not consume inventory, create a payment, or issue a sales document.

Required and optional information

Required: currency, one line, description, quantity, and price; for a decision, outcome, channel, and name. Optional: tax, terms, validity date, decision maker email, reference, and evidence notes.

Practical example

The workshop quotes a screen and labor. The customer requests another brand, so Revision 2 is created without altering the first. They later confirm by phone; the operator records Approved, the customer's name, and call reference.

Current limits

• Decisions are manual; there is no public quote-acceptance portal.
• Signatures cannot be attached and the decision maker's identity is not automatically verified.
• Currency conversion is not available.
• Approval does not automatically create a sale, payment, reservation, or stock movement.