Sales

Quotes

Create and manage customer price proposals with flexible quoting workflows.

Quotes are price proposals you create for customers. Depending on your setup, you can build quotes with real-time product search and pricing from your source system, or create them manually with free-text line items.

Available quote features depend on your active integrations. Some organizations use real-time product search while others use manual entry.

Quick Overview: Create quotes with integrated or manual line items, share them for customer approval via email, WhatsApp, or a secure link, and convert accepted quotes to orders.

Viewing Quotes

Access quotes from Quotes in the menu or from a customer profile's Quotes tab.

Column	Description
ID	Unique quote identifier
Status	Current workflow status
Customer	Customer name (click to open profile)
Info	Plate, VIN, brand, or requester
Ordered	Badge if converted to order

Filter by date range, status, customer, brand, or user.

Creating a Quote

Click Create Order from the menu or from a customer profile.

Header Fields

Field	Description
Customer	Auto-filled from profile, or search by ID
Branch	Select if customer has multiple locations
Plate / VIN	Vehicle identification
Request #	Optional reference number
Requested by	Person who requested the quote
Channel	How the request came in
Contact	Customer contact for this quote
Observation	Internal notes

Adding Lines — Integrated Mode

When your organization has a product integration, each line fetches real-time data:

Enter the Reference (part number) and press Tab
The system fetches pricing and stock from your source system
Adjust Quantity as needed
Select Warehouse if multiple available
Choose Order Type (standard, urgent, etc.)

Column	Description
Reference	Part number
Description	Part name (auto-filled)
Stock	Available quantity
Qty	Requested quantity
Gross	List price
Net	Price after discount

A green dot indicates real-time data. Prices and stock update as you add lines, so customers always see accurate availability.

Adding Lines — Manual Mode

When using manual entry, you type the line details directly:

Enter a Reference or description in free text
Set the Quantity and Price manually
Add as many lines as needed

This mode is useful when products are not managed in a source system or when creating quick proposals.

Discounts

Apply discounts to individual lines. If enabled, special discounts may require manager approval before the quote can be finalized.

Saving

Save as Quote — Saves the proposal for sharing with the customer
Save as Order — Sends directly to your source system as a confirmed order

Share quotes with customers for review and approval.

Method	Action
Email	Sends quote details with acceptance link
SMS	Sends link to view and approve
WhatsApp	Sends formatted message with link
Copy Link	Copies public URL to clipboard

Click Share on a quote
Select Share by Email
Choose email type (New Quote, Quote Recovery, etc.)
Verify recipient and add CC if needed
Preview and click Send

The customer receives a link to the Customer Portal where they can interact with the quote.

Customer Portal

When customers click the quote link, they access a secure portal without needing to log in. From there they can:

View the quote — See all line items, prices, and totals
Approve or reject — Accept the entire quote or decline it
Approve/reject individual lines — Accept some items while rejecting others
Add comments — Leave notes or questions about specific items

Customers can partially approve quotes — accepting available items while rejecting others. You'll see which lines were approved and can follow up on the rejected ones.

Set up automations to send follow-ups automatically when quotes are pending, or notify your team when customers approve or reject.

Quote Statuses

Status	Meaning
Pending	Draft, not yet shared
Pending Approval	Shared, awaiting response
Customer Approved	Customer accepted
Customer Rejected	Customer declined
Ordered	Converted to order
Cancelled	Cancelled by user

Status changes automatically when:

Sharing sets Pending Approval
Customer clicking approve sets Customer Approved
Converting to order sets Ordered

Tips

Keyboard navigation — Use Tab to move between fields
Paste multiple lines — Copy from a spreadsheet and paste into the reference field
History panel — Toggle Logs and Events to see quote activity

General Settings

Setting	Description
Reject Reasons	Define rejection reasons customers can select when declining quote lines

Warehouses & Orders

Order Types

Define the types of orders your team can create and their behaviors.

Field	Description
Value	Order type identifier
Type of Order	Classification for source system integration
Read Only	Orders cannot be edited after creation
Available Stock Only	Only allow items currently in stock
Use Stock Price	Use warehouse stock price instead of customer pricing
Brand	Restrict to a specific brand
Branch	Restrict to a specific warehouse
Description	Customer-facing description
Default	Use as the default order type
Active	Enable or disable the type

Updates to order types can affect shared and active quotes. Types currently in use cannot be deleted.

Brands Restrictions by Warehouse

Define which brands each warehouse can fulfill. When an order contains items from a specific brand, only linked warehouses are eligible.

Routes Restrictions by Warehouse

Link warehouses to customer routes for geographic distribution. Orders from customers on specific routes are directed to linked warehouses.

Warehouse Priority

Configure the order in which warehouses are considered for automatic fulfillment.

Default Priority: Drag and drop warehouses to set their order. Toggle "Shipping Warehouse" to include/exclude from automatic fulfillment.

Additional Priority Rules: Create custom rules that override the default priority for specific conditions (routes, brands, customers).

Only warehouses marked as "Shipping Warehouse" are considered for automatic fulfillment. Stock in other warehouses requires manual selection.

Warehouse Transfers

Setting	Description
Warehouse transfer support enabled	Enable inter-warehouse transfers
Transfer restrictions	Define which warehouses can transfer to each other

Order Constraints

Field Requirements

Control which fields are required when creating orders:

Setting	Description
Vehicle Plate Required	Require vehicle plate number
Vehicle Plate Pattern	Regex pattern for plate validation (e.g., `/^\d{2}-[A-Z]{2}-\d{2}$/`)
VIN Required	Require Vehicle Identification Number
VIN Pattern	Regex pattern for VIN validation
Request Number Required	Require a request/reference number
Request Number Pattern	Regex pattern for request number
Requested By Required	Require the requester's information
Requested By Pattern	Regex pattern (e.g., email format)
Contact Required	Require contact information
Delivery Address Required	Require delivery address when available

Order Behavior

Setting	Description
Allow Full Shipment	Enable the full shipment option
Share References	Enable reference sharing between orders
Public sharing enabled	Allow public sharing of order links
Enable Routes Selection	Allow manual selection of delivery routes
Enable Automatic Route Selection	Auto-assign routes based on configuration

Fulfillment Strategies

Setting	Description
Stock fulfilment strategy	How stock is selected for orders
Default warehouse selection strategy	How the default warehouse is chosen
Strategy for displaying warehouses	How warehouses appear in product search

Validation & Workflow

Setting	Description
Customer order validation enabled	Require validation before processing
Customer order rejection enabled	Allow customers to reject orders
Order value validation threshold	Order amount above which validation is required (creates a task)
Order lines limit	Number of lines above which orders are queued for processing
Customer order failure handling	How failed orders are handled in backoffice

When enabled, customers receive a secure link (magic link) to a quote portal where they can review, accept, or reject quotes — potentially resulting in automatic order creation in your source system without manual intervention.

Task Automation

When certain order events occur, the system can automatically create tasks:

Setting	Description
Approved lines task type	Task created when order lines are approved
Rejected lines task type	Task created when lines are rejected
Failed lines task type	Task created when order processing fails
Discount approval task type	Task created for discount approval requests

Discounts

Setting	Description
Discounts	Control how discounts are handled (requires approval, freely allowed, etc.)
Discount approval task type	Task type for discount approval workflow

When discount approval is enabled, a manager receives a task to approve or reject the discount before the quote can be sent with the adjusted value.

Integration Settings

Setting	Description
Enable integration with endpoint	Enable direct source system order integration
User restriction	Limit endpoint integration to specific users
Default customer ID	Customer identifier used for quick queries without a selected customer

How Warehouse Selection Works

When creating an order, the system suggests a warehouse based on:

Additional priority rules — Custom rules are evaluated first
Default warehouse priority — Standard warehouse order
Brand restrictions — Only warehouses linked to ordered brands
Route restrictions — Only warehouses serving the customer's route
Stock availability — Warehouses with available stock
User team preferences — Team-based warehouse preferences

Orders

Confirmed purchases

Conversations

Follow up via email or WhatsApp

Customer Profile

View customer order history and set customer-specific constraints.

Visit Routes

Plan optimized visit sequences.

Branches

Manage warehouse/branch settings.

Task Types

Configure task types for order workflows.

Custom Fields

Configure additional data fields for customer profiles.

Orders

Track confirmed customer orders and delivery status.