Quote statuses
Every quote has a status that shows where it is between drafting and the client's decision. The status decides which buttons the quote page shows.
Status overview
| Status | Badge colour | Meaning |
|---|---|---|
| New | Grey | The quote has not been saved as a draft or published yet. You rarely see this status. |
| Draft | Grey | Saved but not sent to the client. |
| Pending | Yellow | Sent to the client and waiting for their decision. |
| Accepted | Green | The client accepted the quote. An invoice has been created from it. |
| Declined | Red | The client declined the quote. |
| Expired | Orange | The quote was pending when its Valid until date passed. See Quote expiry. |
| Cancelled | Grey | You withdrew the quote. |
| Archived | Purple | Moved out of the active list. |
Draft
A draft is only visible to you, and every field can be edited.
Available actions: Publish, Publish and Send (in the dropdown next to Publish), Edit, Clone, Archive, Cancel.
Publish marks the quote Pending without emailing it. Publish and Send also emails it to the quote's contacts.
Pending
The quote has been sent and you are waiting for the client.
Available actions: Accept, Decline, Send, Edit, Clone, Archive, Cancel.
- Send emails the quote to the client again, for example if they missed the first email.
- Accept and Decline record the client's answer. The client replies to you; the client's view of the quote has no accept or decline buttons.
If the quote has a Valid until date and the client does not answer in time, it moves to Expired automatically.
Accepted
Accepting a quote creates a Draft invoice from it, with the same client, contacts, line items, discount, terms and notes. The invoice is dated today and uses the client's payment terms. Review it and send it as usual. See Sending invoices.
Available actions: View Invoice, Clone, Archive.
An accepted quote can no longer be edited.
Declined, Expired and Cancelled
These quotes are closed, but not final.
Available actions: Re-Open, Edit, Clone, Archive.
Re-Open moves the quote back to Draft, so you can change it, for example give an expired quote a new Valid until date, and publish it again.
Archived
Archived quotes move from the Active tab of the quote list to the Archived tab. See Managing quotes.
Status transitions at a glance
Draft → Pending (Publish, or Save and Send)
Pending → Accepted (Accept; creates a draft invoice)
Pending → Declined (Decline)
Pending → Expired (Valid until date passes, automatic)
Draft or Pending → Cancelled
Declined, Expired or Cancelled → Draft (Re-Open)
Any status except Archived → Archived