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Prepare and convert Quotes (BETA)

Updated on First published Approx. 4 min read

A Quote offers prices for review. Creating or converting one does not allocate resources, create an accounting invoice or record a payment.

Create a Quote

  1. In Sales Manager, open the customer and the intended saved contract. Check its customer, site and contract number.
  2. Find Documents, select Create, then Create Quote. If this option is absent, stop and check company availability rather than creating a Hire Contract as a substitute.
  3. In the new Quote editor, enter the agreed item descriptions, quantities, Cost (£) and Charging Period in the chargeable-items cells. For reusable prices, use Open Price List, select the intended rows and Add Selection; check the resulting rates.
  4. Set the Tax choice for each line. To replace every line's tax, open the column-heading Tax menu and choose the required rate; this overwrites existing selections. See sales-document tax controls.
  5. Enter Your Ref for the customer's contact/reference. This is separate from the contract's purchase-order number.
  6. Set Start & Duration and the start time for the proposed work. The period controls apply to the document, not the scheduler.
  7. Enter any Additional Information, upload intended Supporting Documents and select the applicable Terms & Conditions. Check saved file entries before continuing.
  8. Wait for saving to complete, then select Preview. Check the Quote type/number, customer, reference, period, both line values and totals before sharing.

For example, quote five days of excavator hire and one delivery/collection line. Check the agreed quantity, rate and tax independently; a preview does not validate the commercial terms.

Share a Quote

  1. Open Send for the intended saved Quote. At Finished Editing?, choose Keep Editing to correct it or Continue to proceed.
  2. For a link, select Copy Share Link and check the copied confirmation. For email, use Add beside Email recipients, enter Full Name and Email, then Add Recipient.
  3. Add any relevant Possible contacts to the actual recipient list; a suggestion alone is not a recipient. Check each listed name and address.
  4. Add an optional Email message, then select Send. Follow any visible retry or refresh instruction rather than assuming a failed response means nothing was sent.
  5. Check the resulting document status. Sending or copying a share link locks that version; use the document's new-version action for amendments.

An email send result is not proof of inbox delivery. If the public document presents signing controls, the recipient must check the document, enter Full Name and Confirm Email, agree to its Terms & Conditions and select Sign Now. A signature does not allocate resources or record a payment.

Convert selected Quote lines

  1. Return to the contract's Documents table and find the intended Quote. Open that row's cog menu. A cancelled Quote cannot be converted.
  2. Select Convert to Hire Contract or Convert to Pro Forma according to the next step agreed with the customer. Pro Forma is also BETA.
  3. In Convert Quote to Hire Contract or Convert Quote to Pro Forma, check the displayed original Quote and tick only the lines to keep. The selected-line count changes; the shown totals remain the original Quote totals.
  4. Select Create draft to create the new document, or Back to leave without creating it.
  5. In the resulting draft editor, check the document type, new number, selected lines, period, tax and totals. Edit any changes and wait for saving before Preview or Send.
  6. If The Quote lines could not be loaded. Please try again. appears, return to the Quote and retry after checking the intended row. No selection dialog has completed at that point.

The original Quote remains unchanged. Conversion creates a separate draft; it does not automatically send it or book the selected plant/labour.

See Pro Forma preparation, Hire Contract preparation and document status controls.

FAQ

Why is Create Quote missing?

It is an October BETA feature enabled separately for each company with Sales Manager access. See create a Quote for the expected entry point.

Do the selection-screen totals change when I untick a line?

No. They remain the original Quote totals. Check the new draft's totals after conversion.