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, Tax, Total, and Grand Total Row. Turning Tax on adds a Tax column (the GST rate of each line) and a Rate +Tax column (the per-unit price after tax); the Total and Grand Total are then shown inclusive of tax. It is off by default, and you can set the default tick state under Settings → Personalisation → Quotation Columns.
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.