# From enquiry to confirmed order > Enquiries & quotations — part of the Intigra business platform. Capture every price request, send a clean quotation by email, chase the customer when they go quiet, and turn the deal into a sales order the moment their purchase order arrives. One trail, start to finish. ## The life of an enquiry Every customer request follows the same calm path through the app. Each stage hands cleanly to the next, and the record carries everything forward so nothing is keyed twice. ### 01 · Capture — The enquiry comes in Pick the customer and the contact person, set the enquiry date and an optional reference number, and note how the request reached you. Add a product row for each item with its quantity, unit, make, unit price, discount and tax. Save, and the enquiry lands in the Enquiry Bank with its own number, ready to quote. ### 02 · Quote — You send a quotation Compose, preview and email the quotation in one flow. The subject defaults to a proposal line built from the product head names, the terms pre-fill from the customer, you choose which columns the PDF shows, and the exact file the customer received is kept on file. The status moves to Submitted and the offer number is stamped on the record. ### 03 · Follow-up — You chase the quiet ones Quoted enquiries that never got a reply gather on the Customer Follow-Up screen. Tick several, send reminders together from your chosen mailbox, and refresh so anyone who already replied drops off the list before you chase them again. ### 04 · PO arrived — The purchase order lands Record the customer's PO number and PO date, and upload the scanned document. The status moves to PO Arrived, the Purchase Order card on the enquiry fills in, and the deal is ready to be formalised into an order. ### 05 · Sales order — It becomes a confirmed order Convert the enquiry into a sales order with one confirmation. The order and enquiry stay linked, the order value splits into delivered and pending, and any additional charges carry across untouched. ### 06 · Dispatch — You deliver and confirm Record dispatches against the order, watch the delivered-versus-pending progress bar move, log any customer returns, and email the customer a delivery receipt with the product table and a copy of their PO attached. ## Built for how sales really runs Four things sales teams do every day, made fast and reliable so a busy desk never becomes a bottleneck. ### Quotations sent straight from the enquiry Compose, preview and email the quotation in one modal. Prices, terms and the PDF layout are all set before it goes out, so the customer gets a clean document on the first try. - Subject defaults to a proposal line built from the product head names, and terms pre-fill from the customer's saved defaults - Choose which columns the PDF shows: serial, quantity, unit price, discount, rate, tax and the grand total row - Turn tax on to show each line's GST rate and a per-unit rate-plus-tax column, with totals then shown inclusive of tax - Manage the recipients to add or remove contact persons and free-form addresses, and pick which firm mailbox the message sends from - Send a fresh revised quotation against the same enquiry whenever the customer asks, with each send kept on record ### Chase quiet customers in bulk The Customer Follow-Up screen lists every enquiry that was quoted but never answered, so nothing slips through the cracks of a busy week. - Filter by customer, contact person, product head or product code to focus the list - Tick several enquiries and send reminders together from your chosen email account - A stale-data check drops anyone who already replied, so you never chase the same customer twice - Reminder wording is set once by the firm and reused for everyone who sends follow-ups - Each enquiry keeps its latest quotation and its own follow-up history you can open from the row ### Compare supplier quotes before you price While editing an enquiry, open the Supplier Comparison for any product row and see every supplier who quoted that item side by side, with the cheapest highlighted. - Supplier rate, tax, discount and total lined up per product, with the lowest total flagged at a glance - Enter your Profit Margin % and Your Rate, Profit per piece and Total Profit appear instantly - Total Profit multiplies out across the quantity on this enquiry line, not just one piece - Click Your Rate to drop the calculated price straight into the product row - Show, hide and reorder the comparison columns, with your layout remembered for next time ### A full, tamper-proof history Every change and every email is kept for the life of the enquiry, so disputes are settled by record, not by memory. - Update logs show who changed a price, quantity or contact person, and exactly when - Mail history lists the subject, sender, recipients, status, approver and attachments for each send - Re-download the exact quotation PDF a customer was sent, even after the enquiry has been revised - Logs cannot be edited or deleted, so the trail stays trustworthy through any audit ## The quotation toolkit The little controls around a quotation are where deals are won. Each one is here, set once and reused on every offer that goes out. ### Your offer numbers, your format Offer numbers follow a prefix, joiner, padded counter and revision suffix you set once for the firm. Find any enquiry later by typing that number in almost any shape. - Search a quotation number as 2026-10234-R01, 10234r1 or 202610234R01 and jump straight to the matching enquiry or order - Reset the universal counter from the Quotation Number modal when you need a fresh start ### Additional charges Add transport, packing or other charges that appear on the quotation. Each charge type carries a fixed tax rate and flows straight into the sales order. - Pick a charge type, enter the amount and an optional one-line remark - Charge types are managed once by the firm owner under Misc Settings - Charges carry over read-only when the enquiry becomes an order ### Attachments that travel Upload datasheets, drawings, certificates or images against the enquiry and they ride along with the next quotation email. ### Internal universal notes A shared scratchpad the customer never sees. Each note shows who wrote it and when, with files your team can download. ### Branded PDF wording The opening paragraph, closing text, logo placement, subject lines and a rich-text email body are all firm defaults, with tokens that fill in the customer and offer details automatically. ### Approve before it sends Queue a quotation for a manager to approve. Queued enquiries lock their subject and terms, can be unqueued for edits, and record the approver on the mail history. ### Associated party expense Record an agent or referrer's share against a deal as a percentage or a fixed amount. It stays internal, never touches the price the customer sees, and is searchable later. ## Everything in enquiries & quotations The complete toolkit that keeps the Enquiry Bank tidy, fast and tailored to how your desk actually works. ### Capture & organise - **Mode of enquiry** — Record how each request reached you — Mail, WhatsApp, Verbal, Portal or Other — so you can later see which channels bring in the most work. - **Rich-text product descriptions** — Each product row carries its own rich-text notes area for the exact specification the customer asked for, alongside the make selector when they want a specific brand. - **Reorder and trim product rows** — Move a product line up or down or remove it entirely before saving, so the quotation reads in the order the customer expects. - **Folders by project or client** — Group enquiries into firm-wide folders, pick one while adding an enquiry, and narrow the bank to a single folder from advanced search. - **Copy an enquiry for repeat work** — When a customer comes back with a similar request, copy an existing enquiry into a fresh one pre-filled with its products, leaving the original untouched. - **Revise a sent enquiry** — Reopen an enquiry that was already quoted; revising reverts its status to pending and lets you change products, prices and contact person before re-sending. - **Send the items to suppliers** — Push the enquiry's product lines into the RFQ Cart in a couple of clicks to source quotes from suppliers without re-entering anything. ### Find, view & tailor the bank - **Quick filter pickers** — Narrow the Enquiry Bank instantly by customer, contact person, product head, product code or status, with each picker matching only its own field. - **Advanced search** — Combine customer, contact, product head, product code, make, folder, creator, associated party and three date ranges, all joined with AND so a result must match every active filter. - **Search by quotation number** — Type an offer number in almost any shape and jump straight to the matching enquiry or order, even when you only have the customer's quoted reference. - **Flexible sorting** — Sort the table by enquiry date, enquiry number, offer number, offer date, PO date, creation date or amount, ascending or descending with a click on the header. - **Columns saved per device** — Show, hide and drag-reorder the table columns to suit your screen, with the layout remembered on that device and a reset button to restore the defaults. - **Hover tooltips and a default status** — Switch on hover previews for customer, contact, product and price, and set a status the bank opens on so your usual view is ready the moment you arrive. - **Queued-only shortcut view** — Filter to enquiries waiting to be sent and get a Send Mail shortcut right on the row, opening the quotation send modal without first opening the enquiry. ### Convert, deliver & prove it - **Attach and edit the purchase order** — Record the customer's PO number and date, upload one or more scanned documents, and correct or replace them later from Edit PO once the deal is confirmed. - **One-click conversion to a sales order** — Formalise a PO-arrived enquiry into a linked sales order in a single confirmation, with every product, charge and value carried across so nothing is re-typed. - **Delivered-versus-pending order value** — The order's value splits into delivered and pending amounts, each shown before tax with its tax portion noted, plus a progress bar for the delivered percentage. - **Dispatch and return tracking** — Record dispatches against the order, review the full delivery history with per-product quantities and line values, and log stock returned by the customer. - **Email a delivery receipt** — Once a delivery is approved, email the customer a confirmation with the product table, a cumulative-versus-pending breakdown, and optional copies of the PO and delivery attachments. - **Immutable audit trail** — Update logs and mail history are retained for the life of the enquiry and cannot be edited or deleted, so you can always retrieve the exact document a customer received. ### Insight, pricing & AI intake - **Sales report dashboard** — A live KPI strip shows enquiries, quotes sent, POs received, revenue, conversion percentage, average ticket and average cycle time, scoped to whatever date range you pick at the top. - **Pipeline visuals** — A sales funnel, a 12-month pipeline pulse, a status flow and a cycle-time histogram read straight from your enquiries and orders, cached for the whole firm so the dashboard loads instantly. - **Product-level analytics** — Drill from firm-wide leaderboards down to a single product head or code to see win rate, ordered-versus-queried value and dispatched quantity for the chosen scope. - **Selling-price and profit stats** — See the lowest, average, highest and latest selling price across orders, plus an honest estimated profit and margin worked from average purchase rates and clearly labelled as an estimate. - **AI intake from inbox and portal** — Connect a read-only Gmail mailbox and the AI Inbox stages enquiries, orders and supplier quotes as drafts, while the Save to Intigra browser bookmark reads an RFQ behind a portal login, every clip still waiting for a person to approve. - **Print every report** — Export the sales report as a print-ready PDF that reflects live figures for the current date range, and print the product report's current view with your firm branding and a footer noting who printed it. > The moment a purchase order lands, the enquiry becomes a sales order — ready to dispatch, track and bill without a single field re-typed. ## Related modules - [Orders & delivery](https://intigra.app/modules/orders.md) - [Inventory](https://intigra.app/modules/inventory.md) - [Suppliers & purchase](https://intigra.app/modules/suppliers.md)