Quotes and invoices — Help center

A quote is a priced offer built from the lines of a deal. You set the validity date, discount, tax and terms, then share a private link where the customer reads the quote and accepts or declines it. An accepted quote can become an invoice, and payments can be recorded against it.

Before you start

Quotes are available when your plan includes Quotes and payments. Invoices are available when your plan also includes Invoices.
A quote is always made from an open deal that has deal lines. Deal lines need Products and deal lines in your plan. See Deals and pipelines.

Role	What they can do
Owner, Admin	Everything members can, plus void payments recorded against a quote
Member	Create, edit, send, cancel and answer quotes for the customer, issue invoices, record payments
Viewer	See quotes, their payments and history. Viewers do not see the customer link.

Create a quote

Open the deal and check its Deal lines.
In the deal's Quotes section, select Create quote.
Fill in the form and select Save.

Field	Notes
Valid until	Required. After this date the customer can no longer answer.
Discount	An amount, not a percentage. It cannot be larger than the subtotal.
Tax %	A rate from 0 to 100, with up to two decimals. Tax is worked out on the subtotal after the discount.
Terms	Optional text for the customer, up to 2,000 characters.

The lines are copied from the deal at that moment, and the quote uses their currency. To change the lines later, cancel the quote, change the deal and create a new one.

Each quote gets the next number in your company, such as Q-00001. Numbers are never reused, even when a quote is cancelled.

Send it to the customer

A new quote is a Draft. While it is a draft you can select Edit to change the validity date, discount, tax and terms.

Open the quote.
Select Mark as sent and create link.
Copy the address under Link for the customer and send it to the customer yourself, by email, WhatsApp or any other way.

The quote is not emailed from here. Anyone with the link can see and answer the quote, so send it only to the customer.

You cannot send a quote whose Valid until date has already passed. Edit the date first.

What the customer sees

The link opens a page with your company name, the lines, subtotal, discount, tax, total, validity date and terms. The customer does not need an account.

To accept, the customer types Your full name and selects Accept this quote. The name is kept on the quote as Accepted by.
To decline, the customer selects Decline. No name is needed.
After the validity date, the page says the quote has expired and can no longer be answered.
When an online payment link is ready for what remains due, the page also shows Pay now. See Payments.

When the customer answers, the deal owner gets a notification. If the deal has no owner, the person who created the quote gets it.

Answer for the customer

If the customer answers by phone or in person, open the quote and select Mark as accepted or Mark as declined. The quote's History shows whether an answer came by the customer or from your team.

An accepted quote raises the deal's health score, and can start an automation. See Automations.

Quote statuses

Status	Meaning
Draft	Being prepared. Only drafts can be edited.
Sent	The link exists and the customer can answer.
Expired	Sent, but the validity date has passed.
Accepted	The customer, or your team for them, accepted it.
Declined	The customer, or your team for them, declined it.
Cancelled	Withdrawn. Its link stops working.

Select Cancel quote to withdraw a draft, sent or accepted quote. A quote with payments recorded against it cannot be cancelled until those payments are voided.

To see every quote, select Quotes in the sidebar. The list shows the newest first, 30 to a page, and you can filter by status.

Issue an invoice

Available when your plan includes Invoices.

Open an accepted quote.
Select Issue invoice.

The invoice is a fixed copy of the quote: customer name, date, lines, subtotal, discount, tax and total. Invoices are numbered in order within your company. A quote has only one invoice: selecting Issue invoice again opens the same one.

This is a commercial invoice. It is not a government e-invoice, and it does not replace any tax invoice your country requires.

Good to know

The quote page shows Paid and Remaining from the payments recorded against it, after refunds and without voided payments.
A quote is not a PDF. The customer reads it at its link.
The History of a quote lists the latest 30 events in UTC.
Money collected, and what remains on accepted quotes, appear per currency under Collections in Reports.

Troubleshooting

"Add lines to the deal first": the deal has no lines yet.
"The validity date has passed": change Valid until before sending.
"The discount must be a valid amount no larger than the subtotal": lower the discount, and write it as an amount such as 50 or 1,250.00.
"This cannot be done in the current status": for example, only a sent quote can be marked accepted.
"Void its payments first": an owner or admin must void the quote's payments before it can be cancelled.
"Only an accepted quote can be invoiced": accept the quote first.