## Documentation Index

Access the complete documentation index at:
https://www.zoho.com/za/books/help/llms.txt

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

# Other Actions in Quotes

## Edit a Quote

To edit a quote:

*   Log in to your Zoho Books organisation.
*   Go to _Sales_ on the left sidebar, and select **Quotes**.
*   Select the quote 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.

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## 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 Books organisation.
*   Go to _Sales_ on the left sidebar, and select **Quotes**.
*   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 customise 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.

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## Export Quotes

If you need to back up your data or migrate to another accounting system, you can export the quotes from Zoho Books. Here’s how:

*   Log in to your Zoho Books organisation.
*   Go to _Sales_ on the left sidebar, and select **Quotes**.
*   Click the _More_ icon in the top right corner and select **Export Quotes** from the dropdown.
*   In the _Export_ popup, fill in the following fields:
    *   **Select Module:** By default, the module will be **Quotes**.
    *   **Select Status:** Select the status of the quote you want to export. By default, **All** will be preselected.
    *   **Export Template:** Select a template from the dropdown to export the file with your chosen fields. To create a new template, click **\+ New Template** from the dropdown.
    *   **Decimal Format:** Select how the currency should be displayed.
    *   **Export File Format:** Choose the export format (**CSV**, **XLS**, or **XLSX**).
    *   **Include Sensitive Personally Identifiable Information (PII) while exporting:** Check this option if you want to include sensitive quote details, such as any custom fields, in the export.
    *   **File Protection Password:** Enter a password if you want to lock the file.
*   Click **Export**.

Now, the file will be downloaded onto your device, containing the quotes with your selected preferences.

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## Export Current View of Quotes

**note:** You can export a maximum of 10,000 rows. If you have more rows, initiate a backup for your Zoho Books data and download it. Learn more about how to back up your data.

You can export the quotes in the same order as they appear on the _Quotes List View_ page by exporting the current view of quotes. Here’s how:

*   Log in to your Zoho Books organisation.
*   Go to _Sales_ on the left sidebar, and select **Quotes**.
*   In the _List View_ page, click the _More_ icon in the top right corner, and select _Export Current View_ from the dropdown.
*   In the _Export Current View_ popup, fill in the following fields:
    *   **Decimal Format:** Select how the currency in the bills should be displayed.
    *   **Export File Format:** Choose the export format (**CSV**, **XLS**, or **XLSX**).
    *   **File Protection Password:** Enter a password if you want to lock the file.
*   Click **Export**.

Now, the file will be downloaded onto your device, containing the quotes in the same order as they appear on the _List View_ page in Zoho Books.

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## Resize Columns in the Quotes List View Page

To resize columns in the _Quotes List View_ page:

*   Log in to your Zoho Books organisation.
*   Go to _Sales_ on the left sidebar, and select **Quotes**.
*   In the _List View_ page, hover over a column border, then drag it to make the column wider or narrower.
*   Click **Save** in the top left corner to apply the changes.

Your customised column width will now be saved.

**Insight:** To reset the column width, go to **Sales** > **Quotes** > click the **More** icon in the top right corner, and select **Reset Column Width** from the dropdown.

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## Customize List View Page Columns

To customise the columns in the _Quotes List View_ page:

*   Log in to your Zoho Books organisation.
*   Go to _Sales_ on the left sidebar, and select **Quotes**.
*   In the _List View_ page, click the _Customise_ dropdown in the top left corner, and select **Customise Columns**.
*   In the _Customise Columns_ popup, select the columns you want to display.
*   Click **Save**.

Now, the selected columns will be shown in the _List View_ page.

**Insight:**Columns with the **Permanent Lock** icon are mandatory columns and cannot be unchecked.

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## Refresh Quotes List

If you experience issues like an unrecorded transaction status or customised columns not appearing, refresh the quote list. To refresh the list:

*   Log in to your Zoho Books organisation.
*   Go to _Sales_ on the left sidebar, and select **Quotes**.
*   In the _List View_ page, click the _More_ icon in the top right corner, and select **Refresh List** from the dropdown.

Now, the page will be refreshed.

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## Create a Project From the Quote for the Customer

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

*   Log in to your Zoho Books organisation.
*   Go to _Sales_ on the left sidebar, and select **Quotes**.
*   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, and 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 filling in 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.

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## Create a Retainer Invoice From a Quote

If your customer makes a retainer payment, you can record this payment by creating a retainer invoice. To create a retainer invoice:

*   Log in to your Zoho Books organisation.
*   Go to _Sales_ on the left sidebar, and select **Quotes**.
*   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; 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 click the **Settings** 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.
*   Fill in 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.

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## Email the Quote to the Customer

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 Books organisation.
*   Go to _Sales_ on the left sidebar, and select **Quotes**.
*   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.
*   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**.

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## Share Quote Link With Customers

**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 Books organisation.
*   Go to _Sales_ on the left sidebar, and select **Quotes**.
*   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.

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## 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_.

![View Full Quote](/books/help/images/quote/view-full-quote.png)

*   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**.

![Verify Your Identity Popup in Quotes](/books/help/images/quote/verify-your-identity-quotes.png)

*   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.

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## Add or View Comments and Quote History

To add or view the comments and track changes of the quote:

*   Log in to your Zoho Books organisation.
*   Go to _Sales_ on the left sidebar, and select **Quotes**.
*   Select the quote you want to view.
*   In the _Details_ page, click **Comments & History** in the top right corner.
*   In the _Comments & History_ pane on the right, add comments if needed, and click **Add Comment**.

Your comment will now be added. You can also track changes and view past comments from other users under the _All Comments_ section.

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## Attach Files to a Quote

To attach files to a quote:

*   Log in to your Zoho Books organisation.
*   Go to _Sales_ on the left sidebar, and select **Quotes**.
*   Select the quote you want to attach files to.
*   In the _Details_ page, click **Attach Files** at the top right corner of the page.
*   In the _Attach files_ dropdown, select how you want to upload the file from the following options:
    *   **Drag and Drop:** Upload files directly from your computer.
    *   **Cloud:** Upload the files from cloud resources like _Zoho Workdrive_, _Google Drive_, _Dropbox_, _OneDrive_, etc.
    *   **Documents:** Upload files from the _Documents_ module in Zoho Books.

Now, once you attach any files to the quote, you can use them internally. To display the attachments in the customer portal and emails, enable **Display Attachments in Customer Portal and Emails** under the attachment on the _Quote Details_ page.

**Note:** You can upload a maximum of 10 files, each up to 10 MB.

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## Print a Quote

*   Log in to your Zoho Books organisation.
*   Go to _Sales_ on the left sidebar, and select **Quotes**.
*   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.

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## 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 Books organisation.
*   Go to _Sales_ on the left sidebar, and select **Quotes**.
*   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.

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## Bulk Actions in Quotes

### Bulk Update Quotes

If you need to update a specific field in multiple quotes at once, you can use the bulk update option. To update in bulk:

*   Log in to your Zoho Books organisation.
*   Go to _Sales_ on the left sidebar, and select **Quotes**.
*   Select the quotes you want to update.
*   Click **Bulk Update** in the top left corner of the page.
*   In the _Bulk Update Quotes_ popup, choose the field you want to update from the dropdown and enter the new information.
*   Click **Update**.

Now, the selected quotes will be updated with the new information.

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### Download Multiple Quote PDFs

You can select and download a PDF containing multiple quotes, with each quote on a separate page. To download:

*   Log in to your Zoho Books organisation.
*   Go to _Sales_ on the left sidebar, and select **Quotes**.
*   Select the quotes you want to download.
*   Click the **PDF** icon in the top left corner.

Now, the selected quotes will download as a single PDF, with each quote on its individual page.

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### Print Quotes in Bulk

*   Log in to your Zoho Books organisation.
*   Go to _Sales_ on the left sidebar, and select **Quotes**.
*   Select the quotes you want to print.
*   Click the **Print** icon in the top left corner.
*   In the _Preview_ popup, review the quotes you selected, and click **Print**.

Now, the selected quotes will be printed.

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### Delete Quotes in Bulk

**Prerequisite:** You cannot delete a quote once an invoice or retainer invoice has been created for it. First, delete the associated invoice or retainer invoice before attempting to delete the quote.

*   Log in to your Zoho Books organisation.
*   Go to _Sales_ on the left sidebar, and select **Quotes**.
*   Select the quotes you want to delete.
*   Click the _More_ icon at the top, and select **Delete** from the dropdown.
*   In the pop-up, click **OK** to confirm.

Now, the selected quotes will be deleted at once.

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## Rename Estimates to Quotes

**Note:** This applies to organisations created before March 31, 2023.

In Zoho Books, organisations created before March 31, 2023, have **Estimates** as the module name, while organisations created after this date have **Quotes** as the module name. If the module name was _Estimates_ in your organisation and you’ve renamed it to _Quotes_ through the displayed pop-ups, you will need to do the following steps to apply the change fully:

*   Update the Document’s Title in Templates
*   Update the Transaction Prefix

### Update the Document’s Title in Templates

The document title of the transaction in PDF templates will still be Estimate. You have to update the name manually in each PDF template. Here’s how:

*   Log in to your Zoho Books organisation.
*   Go to **Settings**.
*   Select **PDF Templates** under _Customisation_.
*   In the _Templates_ pane on the right, select **Quotes**.
*   Hover over a template and click **Edit**.
*   Click **Transaction Details** on the left sidebar and expand the _Document Details_ section at the bottom.
*   Edit the text box below _Show Document Title_ to change the document title from **Estimate** to **Quote**.
*   Preview your change and click **Save**.

### Update the Transaction Prefix

If you’ve enabled [Transaction Number Series](/za/books/help/settings/preferences.html#number-series), here’s how you can update the prefix:

*   Log in to your Zoho Books organisation.
*   Go to **Settings**.
*   Select **Transaction Number Series** under _Customisation_.
*   Choose the required series.
*   Scroll down to _Quotes_ and enter the preferred prefix against the _Prefix_ column, adhering to the renaming of the module.
*   Click **Save**.

(or)

If you’ve not enabled _Transaction Number Series_, here’s how you can update the prefix:

*   Log in to your Zoho Books organisation.
*   Go to _Sales_ on the left sidebar and select **Quotes**.
*   Click **\+ New** in the top right corner.
*   In the _New Quote_ page, click the **Settings** icon in the text box next to _Quote#_.
*   In the pop-up that appears, enter the preferred prefix in the text box below _Prefix_.

With this, the new quotes you create will have the prefix that you’ve entered.