Sales Quotes are documents sent to customers that outline the estimated cost of a sale.
They include itemized products/services, pricing, and terms, helping customers understand the total cost before committing.
Note: Sales Quotes are issued prior to invoicing.
Some common business usage includes:
Providing price estimates before confirming an order
Supporting negotiations on pricing, scope, or terms
Securing customer approval prior to fulfillment
Serving as a reference for creating invoices or sales orders
Documenting agreed pricing for custom or bulk orders
Aligning expectations for project-based or service work
Other common terms: Quotation, Quote, Price Quote, Estimate, Sales Estimate, Proposal, Bid
A sales quote follows a simple flow: Sales Quote → Sales Order → Invoice.
Note: Sales Quote do not affect your ledger.
A quote in Juan goes through three stages Pending → Order Due → Active:
Pending: The quote is awaiting customer acceptance
Note: Can be converted directly to a Sales Order or Invoice.
Order Due: The quote is ready for internal processing as a Sales Order
Note: Can be converted directly to an Invoice
Active: Shows all currently active quotes
Each quote stage includes specific statuses that reflect progress:
Pending
Submitted: The quote is waiting for customer approval
Order Due
Accepted: The customer has approved the quote
Partial: Only part of the expected amount has been ordered or invoiced
Example: PHP 500 expected, PHP 250 fulfilled
Active
Includes all Order Due statuses
Full: The expected amount has been fully met or exceeded
Over-fulfillment can be controlled in document settings.
Go to Sales → Orders → Sales Quote → + New Quote
Fill in the required details and Save.
Importing to bulk create quotes is not yet supported.
Hover over or click a quote → click the 3-dot icon → choose edit.
Quick fix is not yet supported for quotes.
Hover over a quote → click the 3-dot icon → choose duplicate.
Go to Drafts → Hover over or click a quote → click the 3-dot icon > Delete
You can also bulk delete by selecting multiple quotes using the checkboxes.
Note: Only Draft quotes can be deleted. If a quote is Pending or Active, it can only be voided.
Yes. Click the email icon to send the quote to your customer. You can also edit the email content and set default email templates.
Open a Pending quote and click View Actions → Accept
Or select the quote and click Accept via checkbox
You can also bulk accept by selecting multiple quotes and choosing Accept
Hover over or click a quote > click the 3-dot icon > select Void
You can also bulk void by selecting multiple quotes via checkboxes.
There are associated orders linked to the quote that must be voided first.
A Sales Order is automatically created from the quote.
An Invoice is also generated from the same quote.
If the Sales Quote is set to repeat, only the first invoice will be created.
Yes. Use the Convert to Order action to convert the quote to a sales order.
Yes. You can turn into an order or invoice an amount lower than the expected amount in the Sales Quote.
Multiple invoices can come from one quote when there are several orders linked to the quote itslef.
The remaining amount can still be fulfilled through an order. Once it’s fulfilled, the Partial status becomes Full.
Yes. You can still edit details in a fulfilled quote. However, changes made to the quote will not affect the linked Sales Order.
You can assign Orders permissions in Access Management.
Yes. Open the quote in Edit mode → go to Quote settings (Cmd/Ctrl + B) → Document Defaults → Details → Quote
Configure the reference prefix and series based on your preference
Yes. Click the customize icon in the Terms & Conditions field. Use the available options to configure your quotation’s Terms & Conditions.
Open a quote in Edit mode → go to Quote settings (Cmd/Ctrl + B) → Document Defaults → Details → Quote
Set your default Terms & Conditions
Note: Default T&Cs will only apply to newly created quotes and will not update existing ones
Yes. Go to Settings → Templates → PDFs → Orders → Sales Quote and configure your PDF details and design.
Yes. Set a default Sales Quote PDF per contact in the Contacts settings.
Yes. Go to Settings → Templates → Emails → Orders → Sales Quote and configure your email details.
Yes. Set a default Sales Quote Email per contact in the Contacts settings.
Open a quote in Edit mode → go to the expected total field (below the total table) → click the calculator icon→ set repeat count or set to infinite
You can still edit repeat settings even for active quotes
No. A repeating quote does not generate new quotes or consume a new sequence
It remains in a partial status until the expected amount is fully converted into an order
Yes. Inventory items can be added to sales quotes.
Inventory quantity is only affected once the quote is converted to an order, fully invoiced, and the invoice is paid.
Open the quote in Edit mode → go to Quote settings (Cmd/Ctrl + B) → Document Defaults → Details → Quote
Enable Quote → Order control to prevent orders from exceeding the quote value
Example: If a quote is PHP 500, converting it to an order of PHP 800 will be blocked when this control is enabled
Open a quote and in the summary modal, all related orders to your quote are listed.
Possible reasons for this change:
Related order amounts were reduced below the expected quote total
The quote amount was edited, increasing the expected total above the linked orders
Related orders were voided, reducing fulfillment and reverting the status to Partial or Accepted
Yes, trial includes 50 orders, quotes, and requests on the Essentials Plan, with the option to purchase an add-on to remove any limits.
Yes, they can be the same depending on how they are used. Both can serve to align with the customer on pricing and terms before completing a sale or issuing an invoice.
Other common terms: Quotation, Quote, Price Quote, Estimate, Sales Estimate, Proposal, Bid
To edit your Sales Quote PDF (e.g., the header), go to Sales Quote PDF.
No. Voiding an order does not delete the Sales Quote. It only affects the quote’s fulfillment status, not the quote itself.
