Quotations

A quotation is an offer you make to a customer: a list of products or services with prices, discounts, taxes and a total, valid until a given date. You prepare it in Modulix, send it to the customer as a PDF, record whether they accept or reject it, and turn an accepted quotation into a sales order with one click.

Quotations are part of the Sales module, together with sales orders, invoices and payments.

How sales documents flow

Each step in Modulix's sales process builds on the one before, copying its customer, lines and prices so you never type them twice:

1. A lead is qualified and converted into a contact, a company and, optionally, an opportunity. See Leads and Contacts and companies.
2. An opportunity tracks the deal through your pipeline, with product lines. See Opportunities and pipelines.
3. A quotation made from the opportunity takes its customer, contact, currency, owner and product lines. You send it, and the customer accepts it.
4. Create the order turns the accepted quotation into a sales order. Confirming the order reserves stock; delivering it ships stock out of the warehouse (see Stock tracking).
5. You invoice the order, in full or in parts. Issuing an invoice gives it its final number.
6. You record the customer's payment against the invoice. The invoice's balance and payment status update on their own.
7. With the Finance modules enabled, issued invoices, credit notes and payments are posted to the books automatically. See Accounts receivable and General ledger.

You can start at any step: a quotation does not need an opportunity, an order does not need a quotation, and an invoice does not need an order.

Before you begin

• Modules: Sales requires Contacts (customers are companies), Product Catalog, Pricing, Taxes, Opportunities (CRM) and Inventory. They are enabled with it.
• Permissions: to see the Sales menu and the Quotations tab you need sales.quote.read. To create, edit and send quotations you need sales.quote.write. Members have both by default. See Permissions.
• Prices and taxes: line prices come from the Pricing module and taxes from the Taxes module. Set up your products, price books and tax rules first so new lines are priced and taxed correctly.
• Email: to email quotations, your organization needs an email provider (set up in the Notifications module) or the server needs a mail server. Without either, sending only logs the email.

Key concepts

Concept	What it means
Customer	The company the quotation is for (a company from Contacts). Required. Its address decides which taxes apply.
Contact	The person at the customer who receives the quotation. Their email address is the default recipient.
Number	Given when the quotation is created, for example QUO-00001. The prefix is a setting.
Version	Each quotation starts at version 1. Revising a sent, rejected or expired quotation starts the next version. Every sent version is kept.
Valid until	The last day the offer stands. By default, the quotation date plus 30 days. A sent quotation past this date becomes Expired.
Language	The language of the PDF and the email: English, Français, Deutsch or Español. By default, your own language when it is one of these, otherwise English.
Owner	The person responsible for the quotation. Permissions can be limited to quotations you own or your team owns.

Open the quotations list

Select Sales in the main menu. The page opens on the Quotations tab (next to Orders, Invoices and Payments, depending on your permissions).

The list shows each quotation's Number, Customer, Status, Date, Valid until, Total and Owner. You can:

• search by number or customer reference with Search quotations;
• filter by Status, or build your own filters and save them as views;
• sort by any sortable column, and show hidden columns such as Contact, Opportunity, Customer reference, Version and Sales order;
• import and export quotations.

The Quotations tab lists every quotation with its status and total.

Create a quotation

You can create a quotation in three places.

From the Sales page:

1. Select New quotation.
2. Choose the Customer and, optionally, the Contact.
3. Check the Currency, Date and Valid until date. Empty fields get their defaults: the organization's currency, today, and today plus the validity period.
4. Optionally enter the Customer reference (the customer's own reference, such as their request number), the Language, the Owner, Notes and Terms. Terms default to the Default terms of quotations setting.
5. Select Save. The quotation opens as a Draft, ready for lines.

From an opportunity: on the opportunity's page, the Quotations card lists its quotations. Select New quotation there. The new draft takes the opportunity's customer, contact, currency and owner, and copies its product lines with their quantities, prices and discounts.

From a customer: on a company's page in Contacts, the Quotations card lists the customer's quotations. Select New quotation to start a draft for that customer.

Add and edit lines

Lines are what you are offering. On a draft quotation, select Edit lines on the Lines card.

1. Select Add a product to add an item from the product catalog, then pick the product or variant. Leave Unit price empty to use the price from Pricing: the customer's price book if they have one, otherwise the product's list price. Leave Discount % empty to apply the best matching discount rule.
2. Select Add a free-text line for anything not in the catalog. Type a Description and enter a Unit price (required for free-text lines).
3. Enter the Qty for each line (default 1).
4. To give a discount by hand, enter it in Discount %. The dialog shows Your largest discount: a discount above your role's limit is refused. See Pricing and discounts.
5. Remove a line with the cross at the end of its row.
6. Select Save.

Adding catalog products and free-text lines to a quotation.

Modulix then prices and taxes every line:

• Amount is quantity times unit price, less the discount, rounded to the currency.
• Taxes come from the Taxes module, for the customer's shipping address (or its billing address when it has no shipping address), the customer's tax exemptions and each product's tax class. Free-text lines use the standard tax class. The Tax column shows the tax codes applied to each line.
• Totals show the Subtotal, the Discounts, each tax with its rate, and the Total. When your organization's prices include tax, each tax is shown as "incl." and taken out of the prices instead of added to them.

A quotation can have up to 200 lines.

tip

If you change the customer, the currency or the date of a draft, Modulix recalculates the lines' taxes for the new values. The prices already on the lines are kept.

Send a quotation

You can send a draft or a quotation already sent.

1. Open the quotation and select Send.
2. Check the recipients in To (by default, the contact's email address) and add any Copy recipients. Separate email addresses with commas.
3. Check the Subject and Message. Modulix proposes them in the quotation's language, for example "Quotation QUO-00001 from Brightline Supply Co.".
4. Select Send. The PDF is attached.

Sending a quotation by email, with its PDF attached.

The quotation becomes Sent, and the version you sent is saved exactly as it was. The email goes through your organization's email provider, otherwise through the server's mail server. If neither is set up, the toast says the quotation was marked sent and the email was only logged.

A quotation needs at least one line before it can be sent.

Mark a quotation as sent

If you handed the quotation over another way (printed, or sent from your own mailbox), open the draft and select Mark as sent. The quotation becomes Sent and its current version is kept, without any email.

Download the PDF

Select PDF to download the quotation. For a draft, the PDF shows the quotation as it is now. For a sent, accepted, rejected or expired quotation, it shows the version as it was sent.

The PDF contains your organization's name and the details from the Your details on PDFs setting, the customer and its address, the date, validity and customer reference, the lines (with a discount column when any line has a discount), the totals with each tax, the notes and terms, your footer and page numbers. Its main color comes from the Main color of PDFs setting.

Record the customer's answer

• Accept: when the customer agrees, select Accept. The quotation becomes Accepted and is final. You can also accept a draft directly (for example, when the customer agreed on the phone); its current version is kept as accepted.
• Reject: select Reject, choose a Reason (Price, Went with a competitor, No budget, No decision, Timing, Scope or Other), optionally add a Note, and select Reject. The reason and note show at the top of the quotation.

Revise a quotation

Sent quotations cannot be edited. To change one, select Revise:

• The quotation goes back to Draft as the next version (version 2, version 3, and so on). Its number stays the same.
• The versions already sent stay listed on the Versions sent card, each with when it was sent, to whom (or "Marked as sent"), and a PDF button to download it as sent.
• If the quotation had expired, it gets a new validity date: today plus the validity period.

You can revise sent, rejected and expired quotations. Accepted quotations are final and cannot be revised.

A quotation's page: lines, totals and details.

Turn an accepted quotation into a sales order

On an accepted quotation, select Create the order. Modulix creates a draft sales order and opens it. The order takes the quotation's customer, contact, opportunity, currency, customer reference, language, owner, notes and terms, and its lines exactly as accepted, with the same prices, discounts and taxes.

Each quotation becomes one order. After that, the quotation's header links to its order, and Create the order no longer shows. If the order is deleted while still a draft, the quotation can be converted again.

You need sales.order.write to create the order.

Quotation statuses

Status	Meaning	What you can do
Draft	Being prepared.	Edit, edit lines, send, mark as sent, accept, reject, delete.
Sent	Sent to the customer (by email or marked as sent).	Send again, accept, reject, revise.
Accepted	The customer agreed. Final.	Create the order (once).
Rejected	The customer declined, with a reason.	Revise.
Expired	Sent, but its Valid until date has passed. Set automatically.	Revise (with a new validity date).

Only drafts can be edited or deleted. Deleting a draft asks you to confirm and cannot be undone.

Related records

• Opportunities: an opportunity's page lists its quotations on the Quotations card. See Opportunities and pipelines.
• Customers: a company's page lists its quotations, sales orders and invoices. Companies, contacts and products used on quotations cannot be deleted. Merging companies or contacts moves their quotations to the record that remains. See Contacts and companies.
• Products: see Product catalog.

Settings

An administrator with sales.manage changes these in Settings, on the Sales tab.

Setting	Default	Effect on quotations
Days a quotation is valid	30	Sets Valid until on new quotations, and on expired quotations when revised.
Prefix of quotation numbers	QUO-	Prefix of new quotation numbers.
Default terms of quotations	Empty	Prefills Terms on new quotations.
Main color of PDFs (#rrggbb)	#1f2937	Main color of the quotation PDF.
Your details on PDFs: address, tax number… (one per line)	Empty	Your organization's details printed under its name.
Footer of PDFs	Empty	Text at the bottom of each page.

Permissions

Permissions marked scoped can be granted for your own quotations, your team's, or all quotations.

Permission	What it allows	Granted by default to
sales.quote.read	View quotations (scoped). Shows the Sales menu.	Admin, Member
sales.quote.write	Create, edit and send quotations; accept, reject and revise them (scoped).	Admin, Member
sales.quote.delete	Delete draft quotations (scoped).	Admin
sales.order.write	Needed for Create the order.	Admin, Member
sales.manage	Manage sales settings.	Admin

Troubleshooting

• "Add at least one line" when sending, marking as sent or accepting: the quotation has no lines yet. Select Edit lines.
• A discount is refused: it is above your role's discount limit. Ask someone with a higher limit, or an administrator, to apply it.
• "No price in this currency: enter one": the product has no price in the quotation's currency. Enter a unit price by hand.
• The email was only logged: no email provider or mail server is set up. Download the PDF and send it yourself, or ask an administrator to connect an email provider.