Generate a quotation
A quotation is the document you send to the customer with prices and terms. From an enquiry, you compose the quotation, choose recipients, and send it as an email — all in one modal.
Before you start
- The enquiry must already exist with at least one product.
- The contact person you want to send to should have an email address on their profile.
- An email account that the firm or you can send from must be configured.
Open the quotation flow
- Open the enquiry from the Enquiry Bank.
- From the actions menu, choose Send Quotation. (On a queued enquiry the entry is Approve & Send.)
You can also start the same flow directly from a row in the Enquiry Bank by clicking Send Mail — this only appears when the Show queued only filter is active and the row is queued.
Compose the quotation
The first stage of the modal has the heading Generate Quotation.
- Subject — defaults to
Proposal for supply of …followed by the product head names. Edit it if you need to. - Terms & Conditions — pre-fills with the customer's saved default terms or any draft you saved earlier.
- The icon at the top right opens a column menu where you toggle which columns appear in the quotation PDF: Sr No., Quantity, Unit Price, Discount, Rate, Total, and Grand Total Row.
When you're happy with the preview, move on to the send stage. The heading switches to Send Quotation.
Send to the customer
- Recipients — opens the Manage Recipients modal where you add or remove contact persons and free-form email addresses.
- Send from — pick the email account the message will go from.
- When the firm is configured for hybrid recipients, a Send to picker lets you choose between the contact person and a fixed mailbox.
Send the quotation. The mail is dispatched (or queued, depending on permissions), the quotation is recorded against the enquiry, and a record appears under Mail History.
Common questions
Can I send the same quotation to several people?
Yes. Use Recipients to add every CC and BCC before sending.
How do I find a quotation by its number?
From the Enquiry Bank options menu, choose Search Quotation Number. The modal accepts the number in any form — for example 2026-10234-R01, 10234r1, or 202610234R01 — and jumps to the matching enquiry or order.
What if the customer asks for a revised quotation?
Generate a fresh quotation against the same enquiry. Each new send is recorded so the previous one stays in Mail History for reference.