Quotations
Create professional quotes from your catalog, track status, and convert to orders.
Overview
The Quotations screen is TotalApp's quote builder, tightly integrated with the Sales Catalog and CRM. Sales reps build accurate, professional quotes by picking items from the catalog, applying line-level discounts and taxes, and downloading a branded PDF — all without leaving TotalApp. Accepted quotes convert to sales orders in two clicks, triggering downstream finance and fulfilment workflows automatically.
Always Linked to a Contact
Every quotation must be linked to an existing CRM contact. If the customer does not yet exist in your CRM, add them in the CRM Contacts screen first, then return to Quotations to create the quote. This ensures all quotes per customer are visible in a single place — the contact's Quote History tab in the CRM.
The Customer picker draws from TotalApp's unified contact directory (contacts flagged isCustomer) — the same directory behind CRM Accounts, Vendor Management, and Point of Sale. A customer created here is the exact same record CRM and POS see, not a Sales-only copy. See Unified Contact Directory Architecture for the full data model.
Creating a Quote
Click New Quote in the toolbar to open the quote builder. Complete the header fields, then add line items from the catalog.
| Field | Description |
|---|---|
| Customer | Required. Search and select a CRM contact. Selecting a contact auto-fills the billing address and applies their assigned price list if one is set. |
| Quote Number | Auto-generated in the format QUO-YYYY-NNNN. Can be overridden if your organisation uses a custom numbering scheme. |
| Valid Until | The expiry date. After this date the quote's status automatically changes from Sent to Expired. Default: 30 days from today. |
| Payment Terms | The payment schedule shown on the PDF (e.g. "Net 30", "50% upfront, 50% on delivery"). Free text. |
| Notes | Internal notes visible only in TotalApp, not printed on the PDF. Use for rep context, approval notes, or revision history. |
| Customer Notes | Notes printed at the bottom of the PDF quote. Use for terms, delivery conditions, or a personalised message. |
Adding Line Items
Click Add Line Item below the items table to search the Sales Catalog. Type the product name or SKU to find the item. Once selected, the description, unit price, and tax rate are pre-filled. Adjust the quantity, apply a line-level discount (as a percentage), and the line total updates instantly. The quote subtotal, total tax, and grand total are recalculated automatically as you add or modify lines.
Tip — Create a Product Without Leaving the Quote
If you type a product name that doesn't exist yet in the catalog, a Create "<name>" option appears at the bottom of the search results. Selecting it opens a lightweight product form (name, SKU, category, sale price) right inside the quote — no need to switch to Purchasing first. The new product is saved with 0 stock and marked sellable, then attached to the line immediately. Add stock quantity later from Warehouse → Stock & Inventory once the item is ready to ship.
Quote Status
Every quote moves through the following statuses. The status can be updated manually by clicking the status badge, or it changes automatically based on events (e.g. reaching the Valid Until date).
- Draft — Quote is being prepared. Not visible to the customer. Can be freely edited.
- Sent — Quote has been sent to the customer (click Send Quote to generate and email the PDF, or change the status manually if you sent it outside TotalApp). The quote is locked from editing — to make changes, click Revise to create a new version.
- Accepted — Customer has accepted. The Convert to Order button activates. No further edits are possible.
- Rejected — Customer has declined. The quote is archived. The CRM deal stage can be updated to "Lost" automatically via a setting.
- Expired — Valid Until date has passed without a response. The quote is archived. Click Reactivate to extend the expiry date and move it back to Sent.
PDF Generation
Click Download PDF (or the PDF icon in the quote row) to generate a professionally formatted quote document. The PDF includes:
- Your company logo and contact details (configured in Settings → White Label)
- Customer billing address from the CRM contact
- Quote number, date, and Valid Until date
- Line items table with quantities, unit prices, discounts, and line totals
- Subtotal, tax breakdown, and grand total
- Payment terms and customer notes
- Signature field at the bottom for printed approval
Tip — Send Directly from TotalApp
Instead of downloading the PDF and attaching it to an email manually, use the Send Quote button. TotalApp composes an email with the PDF attached, pre-fills the customer's email address from the CRM contact, and marks the quote as Sent in one step. Customise the email template in Settings → Sales → Quote Email Template.
Converting to an Order
When a customer accepts a quote, open the quote and click Convert to Order. TotalApp creates a sales order record copying all line items, quantities, and pricing from the accepted quote. The CRM deal linked to this contact is automatically advanced to the "Won" stage.
During conversion you are prompted to confirm two optional downstream actions:
- Create Purchase Order — if any line items have an associated Purchase product with insufficient stock, TotalApp can draft a purchase order to your suppliers automatically.
- Create Invoice — immediately generates a draft invoice in Finance → Accounts Receivable for the finance team to review and send to the customer.
Quote History
All quotes — regardless of status — are searchable in the Quotations list. Use the filter bar to narrow by status, date range, rep, or customer. The list shows the quote number, customer name, total value, status, and days until expiry (for Sent quotes).
To see all quotes for a specific customer, open the contact's record in CRM — the Quotations tab lists every quote linked to that contact with its current status and value. This is the quickest way to review the full commercial history with a customer before a call or meeting.
Selecting Multiple Quotes
The Quotations list (table columns: Number, Customer, Salesperson, Date, Status, Total) has a checkbox column — a header checkbox to select all visible rows, plus a per-row checkbox on each quote. Clicking a checkbox never opens the quote; clicking anywhere else on the row still opens the two-pane quote editor as usual, so bulk selection and row navigation stay independent. When one or more rows are selected, a selected-count bar appears in the toolbar with a clear (×) button to deselect everything at once.
This multi-select behaviour, and the table's overall look, is driven by the same Settings → Appearance → List Style preference used across My Workspace screens (and the Invoice Manager list):
- Corner style — sharp or rounded corners for the table and its rows.
- Select shape — circular or square checkboxes.
- Show check icon — toggles whether a checkmark glyph is drawn inside a selected checkbox, or the selection is shown by fill colour alone.
List View Only
Multi-select checkboxes apply only to the Quotations list screen. The two-pane quote editor you open by clicking into a quotation (narrow list on the left, full quote editor with line items and status stepper on the right) does not have checkboxes or multi-select — it is unaffected by List Style.
The Quotations screen also has its own independent List / Card view toggle button in the toolbar, unrelated to List Style. If List Style's row layout is set to Cards, the quotations list is always shown as a card grid — each card carries the same checkbox as the table — regardless of the toggle button's state. If List Style's row layout is set to Table, the toggle button behaves as before, switching freely between the list table and the card grid.
AI Assistant
Open the collapsible AI Assistant panel from the tab on the right edge of the Quotations list (click the Sparkles-icon button to open or close it). The panel includes chat history, a new-chat button, a fullscreen option, and knowledge attachment, matching the standard TotalApp AI Assistant pattern.
Ask it about your quote pipeline — it can answer questions grounded in your actual quotations data, such as:
- Quotations broken down by status and total value
- Quotes stalled in Draft or Sent status for too long
- Estimated conversion rate from quote to sales order
- Top-performing salespeople ranked by pipeline value
Opening the panel does not cover the quotations list. The main content area shrinks (its right margin increases) so the list stays visible alongside the chat panel, rather than the panel overlaying it.
List View Only
The AI Assistant panel is available on the Quotations list screen only. It is not present in the two-pane quote editor.