Quotes

Send professional quotations to potential customers and convert them to invoices when accepted.

Overview

The quotes section lets you create, send, and track quotations. Quotes follow a similar workflow to invoices but are non-binding estimates.

Creating a quote

1. Go to Quotes > New Quote
2. Select or create a customer
3. Add line items with descriptions, quantities, prices, and VAT rates
4. Set a valid until date (how long the quote is valid)
5. Add optional notes
6. Click Save

The quote form is similar to the invoice form — if you know how to create an invoice, you already know how to create a quote.

Sending a quote

1. Open the quote detail page
2. Click Send
3. Review the email preview
4. Click Send to deliver it to your customer

The send dialog has toggles for the View button, Download button, and PDF attachment. By default the PDF is attached so the customer can review it.

At least one of these must be turned on for a quote, otherwise the customer has no way to open the quote and the Send button is disabled. Invoices always keep a customer portal button as a fallback, but quotes do not.

If your workspace has general terms in Documents, the email preview also shows an Include general terms toggle. It is on by default for quotes. When enabled, the current terms PDF is attached to the email and the send is recorded as the provision event on the terms document.

Customer activity

Once a quote has been emailed, the quote detail page shows a set of engagement pills that mirror the activity log already used for invoices:

• Sent: the email left your workspace.
• Opened: the customer opened the email (tracked by a pixel embedded in the quote send).
• Viewed: the customer opened the public quote page.
• Downloaded: the customer downloaded the quote PDF.

A quote never shows a Paid pill, because quotes are not paid directly; a signed quote is shown in its own signing card instead.

The pills remain off until the quote is actually emailed. Before that, the activity card stays hidden so it does not clutter the page.

Events are stored in the same invoice_customer_events log as invoice events, scoped by an entity_type column so quote events are kept separate from invoice events.

Source: apps/api/src/modules/invoices/customer-events.service.js - recordEvent, getEventsForQuote; apps/api/src/db/migrations/20270302000000_customer_events_entity_type.js - entity_type column; apps/api/src/modules/quotes/quotes.routes.js - GET /:id/customer-events.

Online quote signing

You can ask a customer to sign a quote online instead of sending it only as a PDF. On the quote detail page, choose Send for signing to send a signing request to the customer. The quote status changes to Sent so you can track it.

If the signing e-mail cannot be delivered because of a problem with your sender settings, an error toast appears with the message to check your e-mail settings and try again. The signing request itself is created on the server, so you can resend it once the e-mail settings are fixed.

A signing request cannot be sent once a quote has been rejected or after its validity date has passed. The Send for signing action is blocked for quotes in the Rejected or Expired status, so you cannot ask a customer to sign a quote that is no longer active.

Quote detail actions

The top action on the quote detail page depends on the quote status:

• Send — Available for draft and sent quotes, so the quote can reach the customer.
• Convert to Invoice — Available once the customer has accepted the quote, turning it into an invoice with one click.
• Duplicate / Create new version — Available for rejected or expired quotes so you can reissue them quickly.

Additional actions live in the overflow menu next to the top action:

• Preview PDF — View the quote PDF in full screen before sending.
• Download PDF — Download the quote as a professionally formatted PDF document with your company logo, branding colors, and all quote details.
• Copy quote — Create a copy of the existing quote.

Document preview

Every saved quote has a live PDF preview on its detail page, just like an invoice. The preview shows the quote exactly as your customer will see it.

The preview header has a Download PDF button, a Print button, and a Change design button. Click Change design to jump straight to the invoice design settings and adjust the look of all your invoices, quotes and reminders. When you are done, you return to the quote you came from. On mobile the same action lives in the page's overflow menu so the preview header stays uncluttered.

Quote statuses

Status	Description
Draft	Created but not sent
Sent	Delivered to the customer
Accepted	Customer accepted the quote
Rejected	Customer declined the quote
Expired	Past the valid-until date
Invoiced	Converted to an invoice

Convert to invoice

Once a customer accepts your quote, convert it to an invoice with one click:

1. Open the accepted quote
2. Click Convert to Invoice
3. Review the pre-filled invoice (all line items carry over)
4. Make any adjustments if needed
5. Save and send the invoice

Quote requests

Customers can submit quote requests through your site builder. These appear in Quotes > Requests.

Managing requests

Each request shows:

• Customer name and email
• Requested service or description
• Date submitted
• Status

Request statuses

Status	Description
New	Just received, unreviewed
Reviewed	You've read the request
Quoted	You've sent a quote in response
Closed	Request resolved (accepted or declined)

Responding to a request

1. Open the request
2. Click Mark as Reviewed after reading
3. Click Create Quote to generate a quote for this customer
4. The quote is pre-filled with the customer's information

AI concept quote from a request

When a customer submits a quote request through your site builder or contact form, MyCompanyDesk can draft a concept quote automatically. The AI reads the request text and your own catalog, then proposes line items it can match.

• Matched catalog items keep their catalog price, VAT rate and unit. The AI only suggests quantities.
• Work that does not fit the catalog becomes a description-only line at price 0, so you can price it yourself.
• The draft is created as a quote in Draft status. It is not sent automatically and no customer record is created from the unverified form.
• A notification tells you a concept quote is ready. Open the request, review the lines, link or create the customer, and send it when you are ready.

This is a best-effort draft, not a finished proposal. Always check the prices and descriptions before sending.

Bulk actions

• Send — Send multiple quotes at once
• Archive — Move quotes to archive
• Delete — Remove quotes

Tips

• Quote request metrics (received, quoted, closed) are shown at the top of the requests page
• Use the quick-add feature for rapid quote creation
• Quotes can link to projects for better tracking

Dashboard context

Quote follow-ups also appear in the dashboard Good news tab:

• Open requests: how many website quote requests are waiting for an answer, plus the oldest waiting time.
• Expiring quotes: how many quotes expire this week, and how many have already expired without an answer.

Website quote requests come from the site-builder form. See Domains, Website & Inbox for setting up the form.