Quotes

A quote is a formal pricing proposal sent to a customer. Quotes always belong to an opportunity and capture the pricing at the moment they're presented. Once a quote is accepted, it becomes the basis of a contract.

The 6 quote statuses

A typical journey: Draft → Presented → Accepted → (Contract).

What a quote record stores

The detail screen has 5 sections:

Payment terms

Net 15 · Net 30 (default) · Net 60 · Net 90 · Due on Receipt.

How prices are calculated

The system does the math for you:

Subtotal       = sum of all line items
Discount       = Subtotal × Discount % ÷ 100
Total Price    = Subtotal − Discount + Tax + Shipping & Handling

Anything you change in the line items, discount, tax or shipping fields, the totals update automatically.

Line items

A quote can have any number of line items — one per product being sold. Each line stores:

• Product (from the catalog)
• Quantity
• Unit price (defaults to the product's list price)
• Per-line discount %
• Line total

The sum of line items rolls up into the quote subtotal.

Built-in rules

• Expiration date must be after the quote date — no expired-on-creation quotes.
• Discount cannot exceed 100% — basic sanity check.

What happens automatically

• Daily expiration sweep — every night at 1 AM, the system marks any quote whose expiration has passed as Expired (unless it's already accepted or rejected). Keeps your active list clean.
• On acceptance — when you mark a quote as Accepted, the system creates a contract automatically with the quote's terms, advances the opportunity to Closed Won, promotes the account from prospect to customer (if applicable), and schedules a renewal reminder task 60 days before contract end.

Generating a quote

You don't manually create quotes — instead, open any opportunity and click Generate Quote. A short form pops up:

• Quote name
• Valid for (days) — default 30
• Discount %

Then the system, in a single step:

1. Creates the quote in Draft status with the opportunity's amount as the subtotal.
2. Applies the discount and recalculates the total.
3. Advances the opportunity to Proposal stage.
4. Stamps the opportunity's last activity to today.
5. Sends you a confirmation email.

The rep then reviews the draft, attaches a PDF (or uses the built-in templating), and changes the status to Presented to send it to the customer.

Sending a quote to the customer

From the quote detail page, click Send to Customer. This sets the status to Presented and emails the PDF using a quote-cover-email template. The Sales Copilot can draft the cover email for you — "Draft a cover note for this quote".

Mark as Accepted / Rejected

Two buttons on the detail screen close the loop:

• Mark Accepted → status = Accepted; triggers the contract chain described above.
• Mark Rejected → status = Rejected; the opportunity stays open (you can re-quote at a lower price).

High-value discount approval

If a quote's total exceeds the discount-approval threshold (e.g., total > $500K or discount > 30%), the linked opportunity enters the Discount Approval process. The quote shows a banner at the top — you can't mark it Presented until approval clears.

Standard list views

• My Quotes — quotes you own.
• Active Quotes — Draft, In Review or Presented.
• Expiring This Week — about to expire and still open.
• Won Quotes — Accepted.
• By Account — grouped.

Tips for sales reps

• ✅ Always include a discount reason in Internal Notes if you're discounting heavily.
• ✅ Use the Generate Quote button from an opportunity rather than creating quotes from scratch — it auto-fills everything.
• ✅ Check the validity (expiration date) matches your business cycle. Quarterly buyers need quotes valid till quarter-end.
• ❌ Don't change pricing on a Presented quote — it confuses the customer. Create a new revision instead.

Tips for admins

• The daily expiration sweep runs at 1 AM. To change the time, adjust the schedule on the quote object's workflow.
• The quote PDF template (cover and line item layout) is stored in your email-template settings.
• To require manager approval below the system-wide $500K threshold (for example, on every quote with >20% discount), add a workflow that flips the quote to In Review and notifies the manager. See Administration › Automation.