Quotes - Overview

A quote is a proposal you send to customers that lists the items you plan to sell, their prices, and the terms of the sale. In Zoho ERP, you can create quotes and send quotes to your customers. Once a customer accepts a quote, you can quickly convert it into a sales order or an invoice. You can also perform additional actions, such as creating a retainer invoice or a project from the quote.

How Quotes Work

Once you create a quote in Zoho ERP, you can send it to your customer. If you’ve shared the quote through other means, you can manually mark it as sent. Once the customer accepts the quote, it is marked as accepted. If the customer accepts the quote through other means, you can manually mark it as accepted. After that, you can convert the accepted quote into a sales order or invoice when you’re ready to deliver the product or service to the customer.

Enable Quotes

If the Quotes module is not available by default in the left sidebar, you’ll have to enable it in the Settings. To do this:

• Go to Settings by clicking the Gear icon in the top-right corner.
• Select Configure Modules under Setup & Configurations in the Organization Settings pane.
• Mark Quotes under Sales.
• Click Save at the bottom of the page.

Create a Quote

To create a quote in Zoho ERP:

• Log in to your Zoho ERP organization.
• Go to Sales on the left sidebar.
• Navigate to the Quotes module at the top.
• Click + New in the top right corner.
• In the New Quote page, fill in the following fields:

  • Customer Name: Select the customer for whom you want to create the quote from the dropdown.

  • Quote#: The quote number will auto-populate, but you can click the Gear icon and choose the option to enter a custom quote number, if needed.

  • Reference#: Enter a reference number, if necessary.

  • Quote Date: By default, the current date is selected when you create the quote. You can modify the date while creating the quote.

  • Expiry Date: Select the date until which the quote is valid. The customer do accept or reject the quote on or before this date.

  • Salesperson: If you want a specific user from your organization to handle this sale to the customer, select the salesperson from the dropdown.

  • Project Name: If you’re creating this quote for an existing project, select the project from the dropdown. If you’d like to create a new project for the quote, click + Add New in the dropdown.

  • Select Price List: Choose a price list from the dropdown that you want to apply to this quote.

  • Item Table: Select and add the items and their quantities in the table. To apply price lists to individual items, select the price list from the Apply Price List dropdown under the Rate column in the table.

    Note: This feature is not enabled by default, To enable it and learn more, refer to our help document on how to enable price lists.

  • Shipping Charges: Enter any applicable shipping charges.

  • Adjustment: Enter the adjustment amount here. Use a negative sign (-) to decrease the transaction amount.

  • Customer Notes: Add any necessary notes for the customer. If you’ve already added them in Quotes Preferences, they will appear here.

  • Terms and Conditions: Add any terms and conditions for the customer. If you’ve already added them in Quotes Preferences, they will appear here.

  • Create a retainer invoice for this quote automatically: Check this option to automatically generate a retainer invoice once the customer accepts the quote in the customer portal. Specify the percentage to collect as a retainer from the total amount and set up a payment gateway.

• Click Save as Draft to save the quote in the Draft status, or Save and Send to save and send it to the customer via email.

Now, once you’ve created the quote, you can send it to the customer or mark it as sent if you’ve already shared it through other means.

Import Quotes

If you already have quotes stored locally or you’re migrating to Zoho ERP from another accounting system, you can easily import them. Here’s how:

• Log in to your Zoho ERP organization.
• Go to Sales on the left sidebar.
• Navigate to the Quotes module at the top.
• Click the More icon in the top right corner and select Import Quotes from the dropdown.
• In the Import page, click Choose file and select the file you want to import.

• After you select the file, under the Configure tab, fill in the following fields:
  • Character Encoding: The default is UTF-8 (Unicode). Ensure you select the correct encoding based on your file.
  • Auto-generate Quote Numbers: Mark this to automatically generate quote numbers for the imported quotes.

• Click Next.
• In the Map Fields tab:
  • Default Data Format: The default Date format will be Select format at field level, and the Decimal format will be 1234567.89. Click Edit to customize the format if needed.
  • Map the fields based on your preference. Click Save these selections for use during future imports to reuse the mapped fields for future imports.
• Click Next.
• Then, in the Preview page, review the fields you mapped, and click Import.

Now, the file containing the quotes will be imported into Zoho ERP.