Create Sales Quotes

Q1. What are Sales Quotes?

• 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.

• 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

• Note: Sales Quotes are issued prior to invoicing.

Q2. How does Sales Quotes work in Juan?

• A sales quote follows a simple flow: Sales Quote → Sales Order → Invoice.

• Note: Sales Quotes 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

Q3. What do the different Sales Quotes status mean?

• 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.

Q4. How do I create a quote?

• Go to Sales → Orders → Sales Quote → + New Quote

• Fill in the required details and Save.

  • Quote Reference

  • Quote From

  • Quote To

  • Quote Date

  • Terms

  • Valid Till

    • Note: this date cannot be earlier than quote date.

  • Item

Q5. Can I bulk create quotes?

• Importing to bulk create quotes is not yet supported.

Q6. How do I set quotes to repeat?

• 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

Q7. Can I use inventory items in sales quotes?

• Yes. Inventory items can be added to sales quotes.

• Inventory quantity is only affected once the quote is converted to an order and invoiced.

Q8. Who can create Sales Quotes?

• You can assign Orders permissions in Access Management.

Q9. Are there limits to quotes?

• Yes, trial includes 50 orders, quotes, and requests on the Essentials Plan, with the option to purchase an add-on to remove any limits.

Q10. Is a Sales Quote similar to Billing Statement?

• 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.