📄 Quotes
In 30 seconds
- A quote is an offer for a customer before the order exists, with its PDF to send to them.
- It doesn't commit production or dates: it doesn't show up on the Kanban, on the calendar or in Finance.
- When the customer says yes, it turns into an order with one click.
- It's in the sidebar, right below Orders, and on every plan.
A quote carries the same lines and the same financial summary as an order, plus a PDF.
The life cycle
Loading diagram…
| State | What it means |
|---|---|
| Draft | You're preparing it. Nobody has seen it yet. |
| Sent | You've delivered it to the customer and are waiting for an answer. |
| Accepted | The customer has approved it and the order is created. |
| Rejected | The customer has turned it down. It can be recovered. |
This is the usual path; the shortcuts are in Accepting, rejecting and deleting.
Expired is not a state
Once the validity date passes, the quote is still Draft or Sent, but you'll see Expired in red in the list and in the header. It's a warning, not a lock: you can change the date, send it again or accept it anyway.
The header figures
Calculated over all your quotes:
| Indicator | What it measures |
|---|---|
| Open quotes | Those in Draft or Sent that are still valid. |
| Open amount | What they add up to, excluding tax and shipping: what you would invoice if they were all accepted. In your workshop's currency; see Documents in another currency. |
| Expired | Open ones whose validity has already passed. |
| Accepted this month | How many have turned into an order this month. |
The list
| Column | What it shows |
|---|---|
| ID | Year + number: 2026-00001. Its own series, independent from orders, that starts again at 1 every January; that's why the year is part of the reference. It's only your workshop's. |
| Lines | Thumbnails of the lines (up to 3). |
| Quote | The title. |
| Customer | Link to their profile. |
| Status | Colour badge, or Expired in red. |
| Validity | Until when the offer stands. In red if it has passed. |
| Created | When it was created. |
| Total | Price, shipping and tax, in the quote's currency. Without tax, just the price. |
Click a row to open it. Sorting by Total sorts by the price excluding tax.
| Filter | What it does |
|---|---|
| Search by ID, title, customer | Filters as you type. Both «2026-00001» and the bare number («1») work. |
| Status | A specific state, or Expired (open ones whose validity has run out). |
| Sales channels | Marketplaces (today, Etsy), your Sales channels (including deactivated ones) and Manual / no sales channel. |
| Creation range | Those created within that period. |
In this section
- Creating and editing a quote: the form, tax, dates, notes and history.
- The PDF and its versions: generating the PDF and what it contains.
- Accepting, rejecting and deleting: what happens when the customer answers.
- Documents in another currency.
Who can manage quotes?
| Action | Read-only | Worker | Admin | Owner |
|---|---|---|---|---|
| View quotes | ✅ | ✅ | ✅ | ✅ |
| Create / edit quotes | ❌ | ✅ | ✅ | ✅ |
| Generate, restore or delete versions | ❌ | ✅ | ✅ | ✅ |
| Accept or reject | ❌ | ✅ | ✅ | ✅ |
| Delete quotes | ❌ | ✅ | ✅ | ✅ |
The section doesn't depend on the plan: every workshop has it, with no quota.