## Zoho Invoice — Product, features, payments, integrations, solutions, and help Index

Access the complete documentation index at:
https://www.zoho.com/ke/invoice/llms.txt

Use this file to discover all available documentation pages before proceeding.

# Managing Quotes

In Zoho Invoice, you can perform actions on quotes to manage them. You can filter quotes, create custom views, sort quotes on a particular order, attach files to quotes and do a lot more. In this page, we’ll look into all that you can do to manage quotes.

## Filtering Quotes

You can filter quotes to view a list of quotes based on a specific criterion.

**Scenario:** It’s the end of the year, and Mark wants to view all the quotes which are still in the draft status and clear them. He navigates to the Quotes module and clicks the All Quotes filter dropdown and selects Draft from the list of filters. Immediately, Zoho Invoice displays all the quotes that are in the draft status. Mark prioritizes these quotes, negotiates with his customers and converts them to invoices.

Zoho Invoice contains a default set of filters based on a certain criteria which allows you to quickly filter the quotes. If you want to filter the quotes based on the criteria you set, you can create custom views.

### Default Filters

The default filters that are available for quotes in Zoho Invoice is listed below with its descriptions.

**Filter Name**

**Description**

**All Quotes**

All the quotes in Zoho Invoice will be displayed. By default, the Quotes module displays the quotes using this filter.

**Draft**

All the quotes that are in the draft status are displayed when you use this filter.

**Sent**

All the quotes that you’ve sent to your customers will be displayed when you use this filter.

**Customer Viewed**

All the quotes that your customers have viewed in the Customer Portal will be displayed when you use this filter. Learn more about [Customer Portal](https://www.zoho.com/ke/invoice/help/customer-portal/).

**Accepted**

All the quotes that your customers have accepted will be displayed while you use this filter.

**Invoiced**

All the quotes that you’ve converted to invoices are displayed when you use this filter.

**Declined**

Quotes that your customers have declined will be displayed when you use this filter.

**Expired**

All the quotes whose expiry date is in the past are displayed under this filter.

## Creating Custom Views

You can create a new custom view to filter the quotes based on the specific criteria you mention. Also, you’ll be able to specify the columns you want to see when you apply the custom view. Let’s look at Mark to understand how this helps him in his everyday business.

**Scenario:** Mark wants to view all the quotes that are about to expire tomorrow. So, he creates a custom field and specifies the criterion. He selects the columns he wants to view and creates the custom view. Whenever he applies this custom view to quotes, the quotes that are about to expire the next day are listed with the specific columns that he mentioned.

Similarly, you too can create different custom views based on your needs and filter the quotes.

To create a new custom view:

1.  Go to **Quotes** on the left sidebar or press **shift** + **e** to instantly navigate to the **Quotes** module.
2.  Click the filter dropdown and select **\+ New Custom View** from the bottom of the list.
3.  Enter a **Name** for the custom view.
4.  Click the dropdown under **Define the criteria** section and select one of the fields from the dropdown.
5.  Click the next dropdown and select the appropriate condition.
6.  Enter or select an appropriate value in the next field.
7.  Click **\+ Add Criteria** to add another criterion and repeat the previous 3 steps.
8.  Click the **+** on each field listed in the **Available Columns** table to add them under the **Selected Columns** table.

**Insight:** The filtered quotes will be displayed with the fields that you’ve added to the **Selected Columns** table.

9.  Choose if you want this filter to be displayed to every user in your organization or only to you.
10.  Click **Save**.

Now, the filter will be displayed under the default filters and you can filter the quotes based on the new criteria.

### Editing Custom Views

To edit the custom view that you’ve created:

1.  Go to **Quotes** on the left sidebar or press **shift** + **e** to instantly navigate to the **Quotes** module.
2.  Click the filter dropdown and select the filter you want to edit.
3.  Hover over to the filter name and click the **Edit** icon.
4.  Make the necessary changes and click **Save**.

## Sorting Quotes

You can sort the quotes to display them in a particular order based on a particular value. All the sorting options that are available in the Quotes module are listed below.

**Sort By**

**Description**

**Created Time**

Sorting by **Created Time** allows you to view the quotes in the order of latest to oldest or vice versa based on the created time.

**Last Modified Time**

Sorting by **Last Modified Time** sorts the quotes by listing the last edited quotes at the top or vice versa.

**Date**

Sorting by **Date** allows you to sort the quotes in the order of latest to oldest or vice versa. By default, the latest is displayed on top.

**Quote Number**

Sorting by **Quote Number** allows you to list the quotes in the ascending order or in the descending order of the quote number.

**Customer Name**

Sorting by **Name** allows you to list the quotes in the alphabetical order or in the reverse alphabetical order of the customer names. By default, the quotes are listed in the alphabetical order.

**Amount**

Sorting by **Amount** allows you to list the quotes in the ascending order of the rate or in the descending order of the rate.

To sort the quotes:

1.  Go to **Quotes** on the left sidebar or press **shift** + **e** to instantly navigate to the **Quotes** module.
2.  Click the **More** icon in the top right corner.
3.  Select one of the **Sort By** options to sort the quotes in that particular order.
4.  Select the same option again to reverse the order in which the quotes are sorted. You can change the alphabetical to reverse alphabetical and ascending to descending.

**Pro Tip:** Alternatively, you can sort the quotes directly by clicking the field names. You can click them again to reverse the order.

## Downloading a Quote as PDF

At times, you would want to download a quote as a PDF to keep a hard copy record for future references or to share it with someone else. Whatever your need may be, you can easily download the quote as a PDF from Zoho Invoice.

To download a quote as a PDF:

1.  Go to **Quotes** on the left sidebar or press **shift** + **e** to instantly navigate to the **Quotes** module.
2.  Select the quote that you want to download as a PDF.
3.  Click the **PDF/Print** dropdown and select **PDF** or press **d** to save it to your device.

## Printing a Quote

You can print a quote directly from Zoho Invoice. To print a quote:

1.  Go to **Quotes** on the left sidebar or press **shift** + **e** to instantly navigate to the **Quotes** module.
2.  Select the quote that you want to print.
3.  Click the **PDF/Print** dropdown and select **Print** or press **p** to print the quote.
4.  Choose the appropriate settings and click **Print**.

## Mailing a Quote

You can share your quotes via email to the concerned people. To email the quote:

1.  Go to **Quotes** on the left sidebar or press **shift** + **e** to instantly navigate to the **Quotes** module.
2.  Select the quote that you want to email.
3.  Click the **Send** dropdown and select **Send Email** or press **m** to email the template. A template of the content that would be sent is shown as a preview where you can enter your message.
4.  Check the addressee’s email address and click **Send**.

## Attaching Files to Quotes

Zoho Invoice allows you to attach files to a quote in Zoho Invoice. Let’s look at how this helps Mark in his day-to-day business.

**Scenario:** One of Mark’s customers, requests a design blueprint to construct a large mall. Mark creates a quote for this job and his customer accepts it. Mark creates the design blueprint and wants to store along with the quote. He quickly opens the quote and attaches the blueprint to the quote.

Like Mark, when you want to attach files to a quote, you can easily attach them. To attach files to a quote:

1.  Go to **Quotes** on the left sidebar or press **shift** + **e** to instantly navigate to the **Quotes** module.
2.  Select the quote to which you want to attach a file.
3.  Click **Upload Files** and a pop-up appears.
    *   Select **Attach From Cloud** if you wish to upload the file from the cloud. Choose the file from the appropriate storage drive and click **Attach**.  
        OR
    *   Select **Attach From Desktop** to upload the file from a device or drag and drop the file into the pop-up.

**Warning:** You can attach a maximum of 3 files to a quote with the file size limited to 10 MB each.

## You might also find these helpful

[

### Export Quotes

Learn how to export quotes in CSV, XLS or XLSX format.

](/ke/invoice/help/estimate/more-with-estimates.html#exporting-estimates?src=help-other-resources)[

### Sharing Quote as a Link

Learn how you can generate a public or a private link for the quotes you create to eventually share it with your customers.

](/ke/invoice/help/estimate/more-with-estimates.html#sharing-estimate-link?src=help-other-resources)