📄 Quotes
A quote is an offer you prepare for a customer before the order exists: the same lines and the same financial summary you already know from orders, plus a PDF to send to the customer, but without committing production or dates. When the customer says yes, the quote turns into an order with one click; until then it doesn't show up on the Kanban, on the calendar or in Financial.
The section lives in the sidebar, right below Orders.
The life cycle of a quote
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This is the usual path. The shortcuts —accepting a draft without sending it, or reviving a rejected one— are right below.
| State | Description |
|---|---|
| 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. The order is created. The quote can still be edited, but its resolution can't change while that order is alive. |
| Rejected | The customer has turned it down. You can move it back to Sent or to Draft if they change their mind. |
The first two are the dots on the progress line in the header, and the last dot is the resolution: clicking it lets you choose between Accepted and Rejected, just like you choose the payment status on an order. You don't have to go through Sent: if the customer tells you yes in person, you can accept a draft directly.
Expired is not a state
Every quote has a validity date. Once it passes, the quote is still Draft or Sent, but you'll see the Expired label in red in the list and in the header. It's a warning for you, not a lock: you can change the date, send it again or accept it anyway.
The header figures
Above the list there are four quick indicators, calculated over all your quotes:
| Indicator | What it measures |
|---|---|
| Open quotes | Those in Draft or Sent that are still valid. |
| Open amount | What those open quotes add up to: what you would invoice if they were all accepted. |
| Expired | Open quotes whose validity date has already passed. |
| Accepted this month | How many have turned into an order in the current month. |
The quote list
| Column | Description |
|---|---|
| ID | Quote number. It's a numbering of its own, independent from the order numbering: quote 12 and order 12 have nothing to do with each other. |
| Items | Thumbnails of the quote's lines (up to 3 visible). |
| Quote | Quote title. |
| Customer | Link to the customer's profile. |
| Status | Color badge with the current state. If it's expired, you'll see Expired in red. |
| Validity | Date until which you hold the offer. In red if it has already passed. |
| Created | When it was created. |
| Price | Total offered, in your workshop's currency. |
Clicking a row opens the quote.
Search and filter
- Search by ID, title, client: filters in real time by title, customer name or quote number.
- Status: dropdown to keep only a specific state. It also has the Expired option, which shows the open ones whose validity has run out, whether they're in Draft or in Sent.
- Origins: filters by the sales origin. It offers Etsy and Shopify, the origins in your own list (the ones in Sales origins, including those you've deactivated) and Manual / No origin, which includes the ones that have none.
- Creation range: only the quotes created within the chosen period.
Create a quote
Click "New quote" above the list. This opens the same form you already know from orders, simplified: you choose the customer and the sales origin, add catalog or custom lines and adjust the price.
When you save it for the first time BolloPrint assigns its number and gives it an automatic validity date: today plus the number of days you have configured in Settings → Workshop → General (30 if you haven't touched anything). You can change it on each quote.
The customer is required
A quote is always addressed to someone: it can't be saved without a customer. If it's a new customer, create them first from the selector itself.
The quote detail
In the header you'll see the title (editable), the offered price with its margin, the dates the quote has so far (created, valid until, sent, accepted or rejected) and the progress line with the dots Draft → Sent → Resolution. If the quote has already been accepted, an "Order #N" chip appears that takes you to the order that was born from it. The three-dot menu holds Delete quote.
Below there are five tabs: General, Dates, Documents, Notes and History.
General
- Left panel: sales origin, customer, general description and attachments.
- Right panel: the quote lines with thumbnail, quantity and price breakdown. They're added with "Product" (from the catalog) or "Custom". Unlike on an order, the lines have no "printed" flag: nothing is being manufactured here yet.
- Financial summary: total cost, margin (%) and editable sale price, with the double-arrow button to recalculate the price from the cost and the margin.
Dates
Four dates (an order has five):
- Creation date.
- Valid until: the validity of the offer. It's filled in automatically on creation (see Settings) and is printed on the PDF.
- Sent date: when you sent it to them. Moving the quote to Sent fills it in automatically; and if you set it yourself on a draft, the quote moves to Sent.
- Acceptance date: BolloPrint sets it on acceptance and it can only be touched on an accepted quote. You can correct it, but not remove it while the quote is accepted.
Documents
The preview of the PDF you send to the customer, with a download option. At the top it has the logo and your workshop name; on the right, the customer, the date the quote was created and the validity date, so the customer knows how long the offer is good for. Above the dividing line the word QUOTE appears centred and, below it, the quote's number and title. The PDF comes out in the language of whoever generates it.
Every PDF you generate is saved as an attachment, so if you change the price and generate it again you'll have the history of everything you've sent them. Generating a PDF doesn't change the state: marking the quote as Sent is your decision.
Notes
The team's internal comments. The customer never sees them.
History
Who changed what and when: changes of state, validity, price and lines, every PDF generated and, at the end, the acceptance with the number of the order created. If a change came in through an integration, instead of a person you'll see the name of the API token that made it.
Accepting: what happens when the customer says yes
Click the last dot and choose Accepted. BolloPrint asks you to confirm (if you have unsaved changes, it will ask you to save first) and, once you confirm:
- A new order is created with the same customer, title, sales origin, price, shipping, notes and lines. It's born in the Created state, with payment pending and with the usual deadline of your orders.
- Technical attachments are copied to the order. The PDFs are not: they stay on the quote, and the order shows them from there in its Quote tab.
- The quote moves to Accepted. Production, shipping and payment happen from the order.
- It takes you straight to the newly created order, which shows a "From quote #N" chip to go back to the source.
An accepted quote can still be edited
It's not a legal document: you can change lines, price, dates or generate another PDF after accepting it. Those changes don't touch the order (which has its own copy); the new PDF, though, will show up in the order's Quote tab. The only thing you can't do is change the resolution (reject it or move it back to Sent) while the order is alive: if you made a mistake, cancel the order and the quote is free again. If you accept it again, a new order is born.
Rejecting and going back
If the customer says no, click the last dot and choose Rejected. The rejection date is recorded. A rejected quote can be recovered: put it back in Sent (or in Draft) and keep working on it. It's the typical case of the customer who comes back two weeks later.
Delete a quote
From the three-dot menu in the header, Delete quote. It can be deleted in any state, including one already accepted: the order that was born from it keeps its lines and its attachments, but loses the "From quote" chip and the Quote tab with its PDFs, which lived on the quote. That's why, in that case, the confirmation is more insistent.
A customer with quotes can't be deleted, just like one with orders: BolloPrint will tell you and show you which ones they are.
Who can manage quotes?
| Action | Read-only | Worker | Admin | Owner |
|---|---|---|---|---|
| View quotes | ✅ | ✅ | ✅ | ✅ |
| Create / edit quotes | ❌ | ✅ | ✅ | ✅ |
| Accept or reject | ❌ | ✅ | ✅ | ✅ |
| Delete quotes | ❌ | ✅ | ✅ | ✅ |
Available on every plan
The Quotes section doesn't depend on your plan: every workshop has it, with no quota.