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Quotations

Create priced estimates, track them from draft to accepted, and turn them into a draft invoice, a sales order, a proforma or a POS bill — plus automatic expiry.

Quotations (/app/quotations) holds the estimates you give customers before they commit — Estimates that convert to invoices in one click. A quotation has no effect on stock or the customer's balance until it becomes a real sale.

Creating and changing quotations needs the Manager role or above.

Create a quotation#

  1. Click + New quotation.
  2. Customer — search by name or phone and pick one, or leave No customer (walk-in estimate). Attaching a customer lets the quote carry through to an invoice, order or POS bill on the right khata.
  3. Add lines: Item description, Qty (whole number, at least 1) and Rate ₹. Use + Add line for more (up to 100 lines).
  4. Optionally enter a Discount ₹ for the whole quote.
  5. Save. You see Quotation created.

Each quotation gets a number with the QT- prefix based on your invoice number format, and expires 30 days after it is created.

The list#

ColumnShows
QuoteQuotation number
CustomerName, or No customer
StatusSee below
ItemsNumber of lines
TotalQuoted total
ExpiresExpiry date (DD/MM/YYYY)
ActionsPDF and the ⋯ menu

Statuses#

StatusMeaningNext
DRAFTJust createdMark sent, accept, reject, or convert
SENTGiven to the customerAccept, reject, or convert
ACCEPTEDCustomer agreedConvert
REJECTEDCustomer declinedFinal
EXPIREDPast its expiry date while still Draft or Sent — set automatically at 12:05 AM ISTFinal
CONVERTEDTurned into an invoiceFinal

Actions#

PDF downloads the quotation to share or print. The ⋯ menu offers, depending on status:

ActionAvailable forResult
📤 Mark sentDraftStatus → Sent
✅ Accept / ✕ RejectDraft, SentStatus → Accepted / Rejected
🧾 Bill in POSDraft, Sent, AcceptedOpens POS with the quote's catalogue items at the quoted rates
→ Convert to draft invoiceDraft, Sent, AcceptedCreates a draft invoice; quote → Converted
→ Create sales orderDraft, Sent, AcceptedCreates a sales order from the quote
→ Proforma invoiceDraft, Sent, AcceptedCreates a proforma (an estimate formatted as an invoice)

Convert to draft invoice#

Creates a DRAFT invoice with the quote's lines, customer and discount, noted Converted from quotation QT-…, and marks the quote CONVERTED. You see QT-… converted to a draft invoice. Then open Invoices and use Issue & collect to deduct stock, take payment and post the ledger.

Bill in POS#

Hands the quote to POS so the customer can pay at the counter. Only lines linked to a catalogue product can be billed there; if a quote has none you see This quotation has no catalogue items — Add them manually in the POS if they are needed.

Error messages#

MessageCause
A quotation needs at least one itemAdd a line with a description.
Cannot convert a REJECTED quotation (or EXPIRED, CONVERTED)Only Draft, Sent and Accepted quotes can be converted.
Cannot move a SENT quotation to SENTThe status change is not allowed from the current status.
Cannot create an order from a … quotationThe quote is no longer open.

Last updated 15/09/2026