Sales Quotations
Create, send, and track proposals with e-signature and automatic invoice conversion.
Quotations are pre-sale proposals that build from CRM deal data and convert to Finance invoices on acceptance. They support line items drawn from your shared product catalog, native e-signature, discount approval workflows, and full version history — no third-party proposal tool required.
Creating a Quotation
There are three ways to create a quotation:
From a CRM Deal (Recommended)
- Open a deal in CRM > Pipeline
- Click Create Quotation in the deal detail panel
- Contact, company, currency, and any linked line items pre-fill automatically
- Review and adjust, then save as Draft
From Scratch
- Navigate to Sales (the Quotations list)
- Click New Quotation
- Fill in the contact, subject, and line items manually
From a Template
- Navigate to Sales > Templates
- Find the template you want
- Click Use Template → the editor opens with template content pre-loaded
Quotation Properties
| Field | Description |
|---|---|
| Title | Name of the proposal — shown to the recipient |
| Contact / Company | Linked CRM contact and company |
| Deal | Linked CRM deal (optional but recommended) |
| Valid Until | Expiry date for the offer; defaults from Sales Settings |
| Currency | Quote currency, inherited from the deal or workspace default |
| Line Items | Products, services, quantities, unit prices, and discounts |
| Tax | Tax rate per line item or a global override |
| Notes / Terms | Visible on the PDF; supports rich text |
| Template | Which PDF template to use for the sent document |
| Status | Draft / Sent / Viewed / Accepted / Declined / Expired |
Line Items
Add products directly from the shared catalog (Finance > Products), or enter custom one-off items. For each line:
- Product — select from catalog or type a custom description
- Quantity — numeric, supports decimals
- Unit Price — editable even for catalog products
- Discount % — per-line discount (see Discount Approvals below)
- Tax Rate — per-line rate or global override
Subtotal, tax, and total calculate automatically. Totals update live as you edit.
Discount Approvals
If a discount on any line item exceeds the threshold configured in Sales Settings > Discount Approvals, the quotation moves to Pending Approval status rather than becoming sendable. The designated approvers receive an in-app notification and email.
Approvers can:
- Approve — quotation returns to Draft and can be sent
- Reject with comment — rep sees the reason and can revise
Thresholds are configurable per percentage (e.g., any discount > 20%) or absolute amount (e.g., discount > €500 total).
Sending for E-Signature
- Finish the quotation and set status to ready
- Click Send for Signature
- Choose the recipient email (pre-filled from the contact)
- Optionally add a message
- Click Send
The recipient receives a link. They can review the full PDF in-browser, then sign with a typed or drawn signature. The full audit trail records IP address, timestamp, and device — no DocuSign account needed.
Quotation Statuses
| Status | Meaning |
|---|---|
| Draft | Being edited; not visible to the recipient |
| Pending Approval | A discount exceeds the threshold; manager sign-off required |
| Sent | Emailed to recipient; awaiting response |
| Viewed | Recipient has opened the signature link |
| Accepted | Signed or manually marked as accepted |
| Declined | Recipient declined |
| Expired | Past the Valid Until date |
Converting to Invoice
Once a quotation is Accepted:
- Open the quotation
- Click Create Invoice
- A Finance invoice opens pre-filled with the same line items, contact, currency, and payment terms
- Review and send — no re-entry required
The original quotation is linked to the invoice and visible from both records.
Working the Proposal
The quotation detail page keeps the follow-up actions next to the commercial record so you do not need to jump between modules:
- Copy the customer-facing review link.
- Duplicate a quotation when you need a variant for the same customer.
- Mark a proposal as not won with a reason for the activity history.
- Create a Finance invoice when the customer accepts.
- Continue into an order, project, or customer record when that is the next operational step.
The detail page also has a Proposal files area. Upload signed PDFs, scope documents, or supporting files; Workestra stores them with the quotation and keeps them available beside the generated signed document.
Version History
Every time you save a quotation, a revision is recorded. To review history:
- Open the quotation
- Click History in the detail panel
- Browse revisions with timestamps and editor names
- Click any revision to view a diff against the current version
Recipients always see the latest version. Previous versions are archived and cannot be sent.
PDF Templates
Sales quotations use the same PDF template library as Finance invoices. Choose from 20+ designs with 8 color variants, or apply your own logo and brand colors in Settings > Branding.
Pre-fill your product catalog in Finance > Products before creating quotations. Every Sales quotation and Finance invoice draws from the same catalog — add a product once and it's available everywhere.
AI Features
- Proposal drafting — describe the deal scope and Copilot drafts the quotation body from your template library
- Pricing suggestions — AI surfaces pricing from past accepted quotations for similar deal sizes and industries
- Similar deal finder — surfaces closed-won deals with comparable scope so you can reference what worked
Related
- Sales Pipeline — Move a quotation through the close-phase pipeline
- Sales Settings — Configure discount thresholds, PDF templates, and quotation numbering
- Finance Invoicing — The invoice that quotations convert into