Quote Operations

Edit a Quote

To edit a quote:

Log in to your Zoho ERP organization.
Go to Sales on the left sidebar.
Navigate to the Quotes module at the top.
Select the quote that you want to edit.
In the Details page, click Edit at the top.
In the Edit Quote page, make the necessary changes.
Click Save to save the quote, or Save and Send to send it to the customer.

Customize Quote Template

A template gives you an outlook on how your quote might look. It consists of fields and information which are displayed in a particular order. Here’s how to customize your quote template:

Log in to your Zoho ERP organization.
Go to Sales on the left sidebar.
Navigate to the Quotes module at the top.
Select the quote for which you want to customize the template.
In the Details page, slide the toggle next to Show PDF View.
Hover over the quote and click the Customize dropdown.
Select the action you want to perform.

Field	Description
Change Template	* Select Change Template. * Hover over the template that you want to choose. * Click Choose Template.
Edit Template	* Select Edit Template. * Make the required changes. * Click Save. Refer PDF Templates to learn more.
Update Logo & Address	* Select Update Logo & Address. * Upload the logo which you want to show in the quote. * Click Save. Note: Preferred Image Dimensions: 240 x 240 pixels @ 72 DPI Supported Files: jpg, jpeg, png, gif, bmp Maximum File Size: 1MB
Manage Custom Fields	* Select Manage Custom Fields. * Create a new custom field or edit the existing one.
Terms & Conditions	* Select Terms & Conditions. * Enter any notes and terms you want to include. * Mark Use this in future for all quotes of all customers to apply the same terms to all future quotes for all customers.

Send Quote to the Customer via Email

If you want to email a copy of the quote at a later point in time, you can send it to your customer. 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.
Select the quote you want to email.
In the Details page, click Send Quote to send the quote to the customer.
In the page that follows, verify the details in the email and make any changes if needed.
To include a copy of the quote’s PDF, check Attach Quote PDF.
If you’d like to add any other attachments, click Attachments and upload your file.
Scroll down, and click Send.

Now, the quote will be sent to the customer, and the status of the quote will be updated to Sent. The customer can view, accept, or decline it.

Mark a Quote as Sent

If you’ve already sent the quote to the customer via other means, you can mark the quote as sent. 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.
Hover over and select the quote you want to mark as sent.
In the Details page, click the More icon at the top, and select Mark as Sent from the dropdown.

Secure Link Sharing: Since the quote link can be accessed by anyone, Secure Link Sharing adds a layer of security to ensure only the intended recipients view the full quote. To facilitate this, add your customer’s Email Address or Phone Number to their details in the Customers module. Next, when you generate and share the link, your customer can verify their identity by entering the same email address or phone number to view the full quote. If they cannot provide these details, they can only Accept or Reject the quote.

You can generate a link for the quote and share it with your customers. Using this link, the customer can view the quote. To generate and share the quote link:

Log in to your Zoho ERP organization.
Go to Sales on the left sidebar.
Navigate to the Quotes module at the top.
Select the quote you want to generate a link for.
In the Details page, click Share at the top.
In the Share Quote Link popup, fill in the following fields:
- Visibility: Choose the visibility as Public if you want anyone with the link to access the complete quote before its expiration date, or Private and Secure if you want your customer to access the quote only from the customer portal.
- Link Expiration Date: Choose the expiration date for the link you’re sharing with the customer.

Note: By default, the link expires 90 days from the date it’s generated.

Click Generate Link.

Now, once you generate the link, click Copy Link to copy the link and share it with your customers.

Accept or Decline a Quote as a Customer via Public Link

When you send a quote link via Email, SMS/Text Message, WhatsApp, or messaging apps, customers can follow the steps below to review and respond to it:

Click the quote link.
Choose to Accept or Decline the quote.
To view the full quote, click View Quote next to the Quote Number.
In the Verify your identity popup, the customer must enter the email address associated with the business or their contact person’s email, and click Verify.
Once verified, they can securely view the full quote, review the details, and choose to Accept, Decline, or Print the quote.

Now, the customers can securely respond to the quotes based on your preferences.

Mark a Quote as Accepted

If you’ve sent the quote to a customer via other means, you will have to accept the quote manually. To manually mark a quote as accepted:

Log in to your Zoho ERP organization.
Go to Sales on the left sidebar.
Navigate to the Quotes module at the top.
Select the quote you want to mark as accepted.
In the Details page, click the More icon.
Select Mark as Accepted from the dropdown.

Mark a Quote as Declined

If your customer does not approve the quote and you’re certain no further changes are possible, you can mark the quote as declined. 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.
Select the quote which you want to mark as declined.
In the Details page, click the More icon.
Select Mark as Declined from the dropdown.

Now, the selected quote will be marked as declined.

Create a Retainer Invoice From a Quote

Let’s say your customer pays you advance money for a quote. In such a case, you can record the advance by creating a retainer invoice.

After you have created a quote for a customer and it has been accepted by them, you can create a retainer invoice for the customer directly from the quote. 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.
Select an accepted quote for which you want to create a retainer invoice.
In the Details page, click the More icon and select Create Retainer Invoice from the dropdown.
In the following page, fill in the following fields:
- Billing Address: This field will auto-populate based on the billing address of the customer. You can click the Edit icon if you want to modify it.
- Description and Amount: In the table, enter a description of the services for which this invoice is created and the corresponding amount for those services in the retainer invoice.
- Retainer Invoice Number: This will auto-populate, but you can click the Gear icon in the field and choose to enter the number manually if you prefer.
- Retainer Invoice Date: Select the creation date for the invoice.
- Customer Notes: Add any notes you want to display in the customer’s transaction.
- Terms and Conditions: Enter the terms and conditions of your business to be displayed in your transaction.
Enter the other necessary details and click Save as Draft to save the invoice without sending it, or click Save and Send to save and send it to the customer.

Now, a retainer invoice will be created from the quote.

Convert a Quote to Invoice or Bill of Supply

Once the customer accepts the quote or you mark it as accepted and the work is complete, you can convert it to an invoice. 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.
Select the quote you want to convert to an invoice.
In the Details page, click Convert and select Convert to Invoice or Convert to Bill of Supply in the dropdown.
You’ll now be redirected to the New Invoice or New Bill Of Supply page. Fill in the following fields:
- Customer Name: Verify and update, if needed.
- Invoice# or Bill Of Supply Number: This will be auto-populated, but you can enter it manually if needed.
- Invoice Date or Bill Of Supply Date: Select the creation date of the invoice or bill of supply.
Review and update other necessary details.
Click Save as Draft to save it as a draft, or Save and Send to save and send it to the customer.

Now, after converting the quote into an invoice and saving it as a draft or sending it to the customer, the quote will be marked as Invoiced.

Pro Tip: If you’ve enabled Progress Invoice, clicking Convert to Invoice will open a popup. In this popup, click Invoice the entire amount to create an invoice for the entire quote amount.

Warning: If you want to change the customer’s name on an invoice that was converted from a quote, first delete the invoice, edit the quote to update the customer’s name, and then convert a new invoice from the updated quote.

Convert a Quote to Sales Order

Once the customer accepts the quote or you mark it as accepted, you can convert the quote into a sales order. 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.
Select the quote that you want to convert to a sales order.
In the Details page, click Convert and select Convert to Sales Order in the dropdown.
You’ll be redirected to the New Sales Order page, review the details, and update any details if needed.
Click Save as Draft to save it as a draft, or Save and Send to save and send it to the customer.

Now, once you convert the quote into a sales order, you can either send it to the customer directly or mark it as confirmed if you’ve shared it through other means and received confirmation.

Create a Project From a Quote

To create a project for the customer based on the quote you created for them:

Log in to your Zoho ERP organization.
Go to Sales on the left sidebar.
Navigate to the Quotes module at the top.
Select the quote which you want to use to create a project for a customer.
In the Details page, click the More icon at the top.
Select Create Project from the dropdown.
You will be redirected to the New Project page, where the Customer Name and Project Tasks will auto populate based on the Customer’s Details and Services included in the quote.
After entering the other necessary details, click Save.

Now, a project will be created from the quote for the selected customer, adding the services listed in the quote as tasks in the project. Once you mark these tasks as Billable, you can invoice the customer for each task.

Print a Quote

Log in to your Zoho ERP organization.
Go to Sales on the left sidebar.
Navigate to the Quotes module at the top.
Select the quote you want to print.
In the Details page, click the PDF/Print at the top, and in the dropdown, select PDF to download the quote as a PDF to your computer or select Print to print the document.

Clone a Quote

If you need a new quote with the same details, you can clone the existing one. 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.
Select the quote you want to clone.
In the Details page, click the More icon and select Clone from the dropdown.
You’ll be redirected to the New Quote page with all the cloned details of the selected quote. Review and customize the details as needed.
Click Save to save the quote, or Save and Send to save and send the cloned quote to the customer.

The existing quote will be cloned into a new one with the same details.

Delete a Quote

Prerequisite: You cannot delete a quote if you’ve created an invoice or retainer invoice for it. Delete the associated invoice or retainer invoice first before deleting the quote.

Log in to your Zoho ERP organization.
Go to Sales on the left sidebar.
Navigate to the Quotes module at the top.
Select the quote you want to delete.
In the Details page, click the More icon at the top, and select Delete from the dropdown.
In the following popup, click OK to confirm.