Quote statuses and next steps
Draft, Sent, Accepted, Rejected - how to record customer responses and what comes next.
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The life cycle of a quote
A new quote has the “Draft” status. After sending it to the customer you mark it as “Sent” - manually with the “Mark as sent” button, or automatically when you email it from the app. After the customer responds, you click “Accepted” or “Rejected”. The “Expired” status is on the list of statuses, but the app does not set it on its own after the validity date - keeping track of the deadline is up to you.
- “Draft” - created, not sent yet
- “Sent” - the customer has the document (marked manually or after sending by email)
- “Accepted” - the customer confirmed
- “Rejected” - the customer declined
- “Expired” - a status on the list, not set automatically
After acceptance
When a quote has the “Accepted” status, a “Create contract” button appears in its details - it opens the contract form with the customer, event and amount copied from the quote. You create the production order separately, in the Orders module, by choosing the same product from the catalog. The quote stays in the history as the source document.
- “Create contract” from an accepted quote - the details carry over to the contract
- You create the order manually in the Orders module
- The quote stays on the list with the “Accepted” status
Tip: For weddings and events, create the contract right after acceptance - only a signed contract with a deposit secures the date.
Changing and deleting a quote
The content of a saved quote - items, prices, customer details - cannot be corrected. In the quote details you only change its status with the “Mark as sent”, “Accepted” and “Rejected” buttons (by default the administrator and salesperson). When a quote needs corrections, create a new one and mark the old one as “Rejected” or delete it. Deleting takes two steps: the first click on “Delete” changes the button to “Are you sure?”, and a second click within 3 seconds deletes the quote with its items and returns to the list.
- The status only moves forward - it cannot be reversed
- “Delete” is visible to anyone allowed to delete quotes (by default the administrator)
- A quote that a contract was created from cannot be deleted while that contract exists - delete the contract in the “Contracts” tab first
- Deleting cannot be undone
Browsing the quote list
The Quotes module has two tabs: “Quotes” and “Contracts”, both with the number of documents in brackets. The quote list shows the number, customer, event (type and name), event date, a colored status and the amount; clicking the number opens the details. The list has no filters or search - you recognize the status by the color of the badge.
- Columns: “No.”, “Customer”, “Event”, “Date”, “Status”, “Amount”
- On a phone, cards with the same details
- No filters or search - the list is sorted from the newest
Frequently asked questions
Can I reverse a quote's status?
No. The buttons only move forward: from a draft to “Sent”, and from either to “Accepted” or “Rejected”. If the customer changed their mind, create a new quote.
Who can delete quotes?
Only people allowed to delete quotes (by default the administrator). The “Delete” button needs a second click on “Are you sure?”.