Quotations
A quotation is a formal price offer for one or more units, prepared for a specific buyer. It captures the rate, any discounts, GST and TDS, and a valid-till date. While the customer considers the offer you can place the unit on hold so nobody else can book it, and when the deal is agreed you convert the quotation straight into a Sales Order.
Creating a Quotation
Open Sales → Quotations and choose New Quotation. The create drawer walks you through the offer.
Header details
| Field | Required | Notes |
|---|---|---|
| Quotation Date | Yes | Defaults to today |
| Buyer (Party) | Yes | Must be a Buyer-type party — convert a lead first if needed |
| Project / Subproject | Yes | Scopes which units you can select |
| Salesperson | Yes | The user owning this quote |
| Valid Till | No | If set, must be on or after the quotation date |
The Quotation Number is generated automatically using your organization's
naming convention (for example QT-0001) and cannot be edited.
Selecting units — single or multi
A quotation can cover one unit or many. For each unit you add, the system pulls the rate from the Unit master automatically, and you can enter a unit-wise discount. Each unit line can also carry its own receiving bank account, which is printed unit-wise on the PDF so the customer knows exactly where to pay for each unit.
Multi-buyer note
Quotations are addressed to a single buyer. Joint ownership and multiple buyers are handled at the Sales Order stage — see Sales Orders.
Discounts, GST and TDS
You enter discounts per unit and the GST and TDS rates for the quotation; the system does the arithmetic and shows the totals live. The formula is identical across quotations, Sales Orders, and invoices:
- Grand Total = sum of every unit's rate
- Total Discount = sum of every unit's discount
- Taxable Amount = Grand Total − Total Discount
- GST Amount = Taxable Amount × GST%
- TDS Amount = Taxable Amount × TDS%
- Final Amount = Taxable Amount + GST − TDS
A discount can never exceed the unit's rate, and no total can go negative — the system blocks the save if it does. The full worked breakdown lives in the Sales Calculations reference.
The Unit Hold Mechanism
While a customer is deciding, you can hold a unit so it cannot be booked by anyone else. A hold is only allowed once a quotation is QUOTED (or already holding units). When you place a hold:
- The unit must currently be Available; the system performs an atomic check so two quotations can never hold the same unit.
- The unit moves out of the available pool and is reserved against your quotation, and the quotation moves to a unit-hold state.
- Releasing the hold (or cancelling the quotation) returns the unit to Available immediately.
This is what prevents double-booking: the hold is the inventory's promise that the unit is spoken for, even before money changes hands. See Units for how held units appear on layouts.
Quotation Lifecycle
| Status | Meaning |
|---|---|
| DRAFT | Being prepared; freely editable |
| QUOTED | Issued to the customer; can hold units, convert, or cancel |
| CONVERTED | Turned into a Sales Order — now locked and read-only |
| CANCELLED | Withdrawn; any held units are released back to Available |
You can edit a quotation while it is DRAFT or QUOTED, and any change that affects pricing recalculates the totals. Once a quotation is CONVERTED or CANCELLED it is locked — you can still view and share it, but not edit it. Only DRAFT or QUOTED quotations can be deleted.
Converting to a Sales Order
When the customer accepts, open the quotation and choose Convert to Sales Order. Conversion is only allowed from QUOTED (or unit-hold) status and runs as a single atomic operation:
- A new Sales Order is created, pre-filled from the quotation's buyer, units, rates, discounts, and taxes.
- Any units this quotation was holding move forward into the Sales Order (and become Booked once the order is set Active).
- The quotation status becomes CONVERTED and stores a reference to the new Sales Order, which you can see on the quotation details page.
If another quotation is currently holding one of your units, conversion is blocked until that hold is released — the system tells you exactly which unit and which quotation is in the way.
Sharing: PDF, Email and WhatsApp
From the quotation details page you can:
- Download PDF — a formatted offer including unit-wise rates, discounts, GST/TDS, the final amount, the "RECEIVE INTO" bank banner, unit-wise bank details, and signature spaces for both parties.
- Share by Email — send the PDF to one or more recipients.
- Share by WhatsApp — generate a shareable link/message that references the quotation PDF.
These actions stay available even after a quotation is locked, so you can always re-send a converted or cancelled quote for the record.