## Zoho Billing - Product, solutions, integrations, support, and resources Index Access the complete documentation index at: https://www.zoho.com/ca/billing/llms.txt Use this file to discover all available documentation pages before proceeding. # Quote Preferences ## Basic Settings To configure your quote preferences: * Log in to your Zoho Billing organization. * Go to **Settings** on the top right corner. * Select **Quotes** under Sales in the Module Settings pane. ### Enable Editing of Accepted Quotes By default, you cannot edit quotes that have been accepted or marked as accepted. You can enable this option to allow editing. Here’s how: * In the General tab, check **Allow editing of accepted quotes**. * Scroll down and click **Save**. Once enabled, go to the quote details page, click **Edit**, and make the required changes to an accepted quote. **Note:** Changes made to an accepted quote will not affect its status. It will remain marked as accepted. ### Allow Customers to Accept or Decline Quotes via WhatsApp or Public Link You can decide if your customers can accept or decline quotes through a shared link. You can enable this option to allow them to respond via a public link or WhatsApp. Here’s how: * In the General tab, check **Allow customers to accept or decline the quotes via platforms like WhatsApp, and public link**. When you share the link with customers through the **Share Quote URL(Link)** option, they can accept or decline the quote directly from the link. When a quote is shared via WhatsApp, customers can respond using the quick reply buttons in the message. Once they respond, you will receive an in-app notification. **Note:** To send quotes via WhatsApp, you must first integrate WhatsApp with Zoho Billing and configure a message template with quick reply buttons for customers to accept or decline. [Learn more about setting up WhatsApp Integration and configuring templates](/ca/billing/help/integrations/whatsapp-integration.html). **Insight:** Activities done by your customer through the shared link such as accepting or declining a quote, or adding comments will be displayed in the Comments & History section of the quote as performed via the public link. **Note:** If you enabled the option to create a [retainer invoice](/ca/billing/help/sales/retainer-invoice/) when creating the quote, your customer will receive the retainer invoice in their email as soon as they accept the quote. ### Automate Accepted Quotes to Invoices Conversion You can select an option to automate the process of converting accepted quotes to invoices. In the **Automate accepted quotes to invoices conversion** section, select one of the following options: Option Description Don’t convert accepted quotes automatically The quote will not be converted to an invoice automatically. You can convert it manually when needed. Convert accepted quotes to draft invoices The accepted quote is automatically converted to a draft invoice for review before sending. Convert accepted quotes to invoices and email it to the customer The accepted quote is automatically converted to an invoice and sent to the customer. Scroll down and click **Save**. **Note:** To enable Progress Invoicing, set this option to **Don’t convert accepted quotes automatically**. Both options cannot be active at the same time. ### Automatically Convert Subscription Quotes to Subscriptions You can automate the conversion of subscription quotes to subscriptions. Under **Automatically Convert Subscription Quotes to Subscription**, you can choose from the following: Option Description Don’t convert quotes to subscriptions automatically The quote will not be converted to a subscription automatically. You can create the subscription manually. Automatically convert quotes to subscriptions and invoice customers The accepted quote is automatically converted to a subscription and an invoice is created for the customer. Scroll down and click **Save**. **Note:** The automatic conversion will not work if you create an autocharge-enabled subscription quote and the related customer is not associated with a payment method. In these cases, you will need to create the subscription manually as the quote would be created in Draft status. Or you can associate a payment method for that customer. ### Progress Invoice Check the **Progress Invoice** option to bill customers periodically based on the progress of a project. Once enabled, users can create progress invoices from a quote. Learn more about [Progress Invoice](/ca/billing/help/sales/quote/progress-invoice.html). **Note:** To enable Progress Invoice, ensure **Don’t convert accepted quotes automatically** is selected under **Automate accepted quotes to invoices conversion**. Progress invoices can only be created for quotes created after enabling this option. ### Zero-Value Line Items If your quote contains line items with a zero value, you can check **Hide zero-value line items** to hide them in the quote’s PDF or in the [Customer Portal](/ca/billing/help/settings/customer-portal/customer-portal.html). They will still be visible when you view or edit the quote. This setting does not apply to quotes whose total is zero. Zero-value line items will be hidden in the quote’s PDF and Customer Portal, but will remain visible when you view or edit the quote. ### Fields in a Quote You can select which fields to retain when a quote is converted into an invoice. Check the fields you want to carry over and click **Save**. The following fields are available: Field Description Customer Notes Enter any default notes you want to display on your quotes for customers. Terms & Conditions Enter the default terms and conditions of your business to be displayed on all quotes. Address Check this option if you’d like to retain the address information while converting a quote into an invoice. After configuring the desired preferences, click **Save** at the bottom of the page. ## Approvals When a sales rep creates a quote, it often needs an approval before it reaches the customer, whether to validate the pricing, verify discounts, or ensure the terms align with your business policies. The Approvals feature lets you define who reviews a quote and how many levels of approvers are required before it can be sent out. **Scenario:** Patricia Boyle, a Sales Manager at Zylker Technologies, wants to ensure that any quote with a discount above 20% goes through her team lead before it reaches the customer. Using Approvals in Zoho Billing, she can set up a rule that routes such quotes through the right reviewer automatically without any manual follow-up. **Note:** Approval configuration is available only for users with the Admin role. To start using approvals for quotes, you must first configure the type of approval in settings. Here’s how: * Go to **Settings** on the top right corner. * Navigate to **Quotes** and switch to the **Approvals** tab. * Select the type of approval you’d like to set for your business. * Click **Save**. Once enabled, the approval type will be applied to your quotes. ### Types of Approvals #### No Approval Select this option if quotes should be sent to the customer without any review step. This is suitable for organizations where all users have the authority to issue quotes independently. #### Simple Approvals Select Single Approvals if you want any user with approval access in your organization to review and approve a quote before it is sent to the customer. Once a quote is submitted for approval, all the approvers will receive a notification to review it. #### Multi-Level Approvals You can configure Multi-Level Approvals if you want your quotes to pass through a sequence of approvers. Each level must be approved before the next is notified. The quote moves through each level in order. If any approver rejects it, the quote will change to Rejected state; the user can make the required changes and resubmit for approval. #### Custom Approvals This feature is available only for certain plans of Zoho Billing. Custom Approvals let you define condition-based rules that trigger approval only when specific criteria are met. For example, if a quote value exceeds a set threshold or a discount crosses a particular percentage. This gives you precise control over the review and who handles them. * Go to **Settings** > **Quotes**. * Select **Custom Approval** as the approval type. * Click **Add Rule** and define the conditions for the approval to trigger. * Assign the approver(s). * Click **Save**. Quotes that match a rule’s conditions will be sent to the assigned approver. Quotes that don’t match any rule are sent without approval. [Learn more about Custom Approvals](/ca/billing/help/settings/transaction-approval/custom-approvals.html). ## Field Customization The Field Customization section lets you tailor the fields on your quote form to match your business needs. You can add custom fields, reorder existing ones, mark fields as required or optional, and control which fields are visible to your team, so every quote captures the information that matters most to you. [Learn More](/ca/billing/help/settings/preferences/general.html#field-customization) ## Validation Rules The Validation Rules section lets you define conditions that a quote must satisfy before it can be saved or submitted. You can set up rules to enforce business logic, such as preventing discounts beyond a certain threshold or requiring a field to be filled, so your team captures accurate and consistent data every time. ## Record Locking The Record Locking section lets you control when a quote becomes uneditable. You can configure conditions under which a quote is automatically locked, to protect the integrity of finalized records and prevent unauthorized changes. [Learn More](/ca/billing/help/settings/preferences/general.html#record-locking) ## Custom Buttons The Custom Buttons section lets you add action buttons to your quote pages that trigger specific workflows or external integrations. You can define what each button does, where it appears, and who can use it, giving your team quick access to actions beyond the default quote functions. [Learn More](/ca/billing/help/settings/preferences/general.html#custom-button-links) ## Related Lists The Related Lists section lets you manage the associated records that appear on a quote’s detail page. You can control which related lists are visible and their display order, so your team has the right context at a glance when reviewing a quote. [Learn More](/ca/billing/help/settings/preferences/general.html#relates-lists)