Quotations

Quotations let you send a formal proposal to the client with prices and terms, and convert it into an order in a single click when accepted.

Reading time: ~6 min

When to use this

Create a quotation when the client is still deciding and you do not yet want to commit inventory or issue an invoice. A quotation does not deduct stock, does not generate an e-CF, and does not appear in sales reports until it is accepted and converted into an order.

Typical cases:

• Client requests an estimate by email or phone.
• A field salesperson prepares a proposal before closing.
• Professional service with several pricing scenarios.
• Corporate client that requires internal approval.

Before you start

• Verify that the client exists in Operations → Clients, or prepare the data to create it on the fly.
• Make sure your products and services are loaded with the correct price and tax rate.
• If you work with sales agents, configure them in Operations → Sales agents to assign commissions.
• Required permissions: quotations:create to create, quotations:manage to send, accept, reject, and convert.

Step by step

1. Open the quotations screen. Go to Operations → Quotations and press New quotation.

2. Fill in the header data. In the left panel select the client, the sales agent (optional), and the Valid until date. The date must be in the future: if you leave it empty, the quotation will not expire automatically.

3. Add the items. Press Add item and choose the type:

   • Product: select from the catalog. The price, tax, and description load automatically.
   • Service: enter the description and price manually.

   For each line adjust quantity, unit price, discount (%), and tax (%). The subtotal, ITBIS, and total recalculate live in the totals panel.

   Edit several products at once: when the quotation has many lines, press Bulk edit to open a modal with tabs - Quantities, Discounts, Prices, and Margins - and adjust all the lines in a single pass. On the Margins tab you can set the margin and let the price be calculated (price = cost × (1 + margin/100)), or set the price and see the resulting real margin. Changes are applied when you confirm the modal and saved when you save the quotation. See Costs, margins, and prices.

   Special Regime (E44) client: if the selected client has the Special Regime (E44) voucher as their default, the quotation is adjusted automatically just like an order: all lines become ITBIS-exempt (total ITBIS at RD$0) and the unit price is recalculated from cost with the client's alternative margin (price = cost × (1 + margin/100); a per-line margin takes priority; without a cost the normal sale price is used, never RD$0). If you change the client, the lines recalculate live: they enter exempt + price from cost, or return to the normal sale price with their ITBIS. A manually edited price is respected until the product or the client changes. When you convert the quotation into an order and invoice, the voucher is set by the client. See Special Regime (E44).

4. Add notes and terms. In Public notes write what the client will see on the PDF. In Terms and conditions document price validity, payment terms, warranties, or any relevant clause.

5. Save as draft. Press Create quotation. The quotation stays in Draft status: editable, not sent, consuming nothing from the system.

6. Send the quotation. From the detail, press Send. The status changes to Sent and the download of the professional PDF with your logo and tax data is enabled. Share the PDF with the client through whatever channel you prefer.

7. Record the client's response. When the client decides:

   • Accept: press Accept. Status moves to Accepted.
   • Reject: press Reject and optionally enter the reason (it is saved in the history).

8. Convert the accepted quotation into an order. From an Accepted quotation, press Convert to order. An order is created in Draft status with the same items, client, agent, and discounts.

9. Continue with the order. The order is ready to confirm, invoice, and collect. From the quotation you can always return to the generated order with the View order button.

Expected result

• The quotation has a unique sequential number (for example COT-000123) and appears in the list with its status.
• The client receives a PDF with your brand, tax data, items, totals, and terms.
• When converted, a linked order is created and the quotation is marked as Accepted with a reference to the generated order.
• Stock is not affected until the order is confirmed or invoiced.

States and transitions

A Sent quotation that passes its Valid until date is automatically marked as Expired by an internal process that runs periodically. To reactivate it, duplicate it and send it again.

Common errors

Related

• Orders
• Invoices
• Clients
• Sales agents
• ITBIS and other taxes - Special Regime (E44) and the automatic exemption.