Quotes
Quotes
A Quote is your formal price proposal to a customer — it captures exactly what you're offering, at what price, and under what terms, without committing either side. When the customer accepts, CifraHQ converts the quote into a Sales Order or Invoice in one click — no re-keying, no risk of transcription errors. Quotes also support versioning: if a customer asks for a revised price, you can publish a new version while keeping the original on record.
Quotes list, where you draft and track price proposals to Customers.
How to create a Quote
- Go to Sales > Quotes.
- Click + New.
- Select the Customer — this loads their default currency, Payment Terms, price list, and assigned salesperson.
- Set the Quote Date and optionally an Expiry Date to signal to the customer how long the price is valid.
- Add your lines (see below).
- Review the totals, then click Save.
- Use Email to send the quote directly to the customer from CifraHQ, or use Print to download a PDF.
Adding quote lines
- Click Add Line.
- Select the Product. The description, unit price, and tax code default from the product record (and the customer's assigned price list, if any).
- Enter the Quantity.
- Adjust the Unit Price or Discount % if you're offering a negotiated rate.
- Confirm the Tax Code — it defaults from the product but can be overridden per line.
You can also click Add Bundle to insert a pre-defined bundle of Products as a single group of lines.
Field reference
| Field | What it means |
|---|---|
| Customer | The company or individual receiving the quote. Locked after the first save. |
| Quote Date | The date the quote is issued — used for reporting and aging. |
| Expiry Date | Optional cutoff date after which your price offer lapses. Shown on the printed quote. |
| Sales Person | The team member responsible for this quote. Defaults from the customer record. Drives commission tracking. |
| Warehouse | The warehouse from which goods will be shipped. Affects stock availability checks. |
| Payment Terms | Defaults from the customer; carried through to the Sales Order and Invoice when the quote converts. |
| Currency | Defaults from the customer. Multi-currency quotes are converted at invoicing using the rate in Currencies. |
| Notes | Internal or customer-facing notes. Toggle visibility to control what appears on the printed quote. |
Line fields
| Field | What it means |
|---|---|
| Product | The item being quoted. Drives default price, description, and tax code. |
| Description | Editable line description — customize it per customer without changing the product master. |
| Quantity | Units being quoted. For pack-size Products, enter the number of packs. |
| Unit Price | Price per unit. Defaults from the product or the customer's price list. |
| Discount % | Line-level percentage discount applied before tax. |
| Tax Code | Determines the applicable tax rate for this line. |
| Subtotal | Quantity × Unit Price minus discount, before tax. Calculated automatically. |
Document lifecycle
| Status | What it means |
|---|---|
| Draft | In preparation — editable, not sent to the customer. |
| Sent | The quote has been emailed or delivered to the customer. Still editable. |
| Published | A versioned snapshot of the quote has been locked. You can create a new version from here if the customer requests changes. |
| Accepted | The customer has confirmed. Ready to convert to a Sales Order or Invoice. |
| Declined | The customer passed. The quote is closed and read-only. |
| Expired | The expiry date passed without a response. |
Converting a Quote
When a customer accepts:
- To Sales Order: Click Convert to Order — a locked Sales Order is created with all lines and terms pre-filled. Use this when fulfillment (delivery + invoice) will follow separately.
- To Invoice: Click Convert to Invoice — skips the order step and goes straight to billing. Useful for service quotes where there's nothing to ship.
Tips
- Versioning: If a customer asks for a revised price, click Publish to lock the current version, then edit and send the revision. Both versions are preserved in the quote history. When you're ready to accept, select the correct version.
- Price lists: Assign a price list to the customer's record to have CifraHQ automatically apply negotiated prices whenever you create a quote for them — no manual price adjustments needed.
- Expiry dates: Set a realistic expiry (e.g., 30 days) on every quote. It protects you from honoring prices after costs have changed, and it prompts follow-up with the customer.
- Bundle lines: Use Product Bundles for recurring package deals — add the bundle in one click and the individual lines populate automatically at their bundle prices.
- Internal notes vs. customer notes: Use the Notes field for context your team needs (e.g., "customer requested extended Payment Terms — needs manager approval") and toggle it off before printing or emailing the quote to the customer.
Next: Sales Orders · Related: Customers · Price Rules · Invoices · Sales Orders
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