Quote Management

What it does

Creates and manages quotes for customers and prospects, with line items, pricing, discounts, expiry dates, and PDF export. Quotes can be created for existing customers or for prospects who haven't yet converted, making it easy to start the sales process before a formal customer record exists. Each quote tracks its lifecycle from draft through approval, and approved quotes can be converted into sales orders with one click.

What it replaces

Replaces creating quotes in Word, Excel, or email, where pricing is looked up manually, there's no version history, and converting an accepted quote into an order means re-keying everything. Without this, the quote-to-order handoff is a manual, error-prone process.

Who it's for

Any business that quotes before taking orders, which includes most B2B distributors, wholesalers, and manufacturers. Particularly valuable for sales teams handling high quote volumes where speed and consistency matter, and for businesses where quotes go to prospects (not yet customers) as part of the sales pipeline.

What problems it solves

• Quotes are created outside the system and disconnected from orders. Quotes live in the same system as orders, customers, and inventory, with the same product catalogue, pricing, and customer data. When a quote is accepted, it converts to an order in one click with all data carried across.
• Can't quote prospects who aren't customers yet. Quotes can be created for prospects (companies still in the sales pipeline). When the prospect converts to a customer, their quotes follow them.
• No visibility into quote status or expiry. Every quote has a status (draft, submitted, approved, rejected, converted, expired) and an optional Valid Until date. The "Expiring Soon" filter shows quotes within 14 days of expiry, so nothing slips through. "Valid until 15 July" means valid *through* 15 July: a customer accepting on the last printed day converts normally instead of being told the quote has expired.
• Pricing has to be looked up manually for each quote. When adding a product to a quote, the price auto-resolves from the customer's price list, their group's price list, or the base product price, so the right price appears without looking it up.
• No professional document to send the customer. Download the quote as a PDF or email it directly to the customer, with line items, pricing, discounts, and your company branding.
• Accepted quotes require re-keying into an order. Click "Convert to Sales Order" on an approved quote and the system creates the order with all line items, pricing, and customer details. No re-entry needed.