Creating & Editing a Quote

Building a quote takes two things: the quote details (who it's for and on what terms) and the line items (what they're buying, at what price and discount). This page walks through both, plus catalog pricing and the internal approval flow that guards large discounts. For the list view and statuses, see Quotes.

Start a new quote

From the Quotes list, click New quote. That opens the full-page quote editor. (You need the Quotes permission on your profile — see Quotes for how access is granted.)

The editor keeps a sticky header at the top as you scroll: the quote's name, a live status badge (green once processed, red if a commit failed), and the Cancel and Save quote buttons — so where the quote stands and how to save it are always in view.

Quote details

The top of the editor captures the terms of the deal:

• Quote name — a short label so you can recognise it in the list (for example "Q3 expansion").

• Billing account — the customer's billing account identifier.

• Currency — the currency the quote is priced in.

• Term — the contract length (12, 24, or 36 months).

• Billing period — how often the customer is billed (annual, monthly, quarterly).

• Order type — what kind of order this quote will produce when processed: a New order, a Change order (a change to an existing order), or a Renewal.

• Expires — the date after which the quote is no longer valid to the customer.

Line items

Below the details, add a row for each product or service:

• Product — type a free-text name, or use the catalog picker (the book icon beside the name) to link the line to a catalog plan. A linked line shows the picker highlighted; choosing Custom line unlinks it and keeps whatever price you type.

• Qty — how many.

• Unit price — the price per unit. For a custom line this is always your number; for a plan-linked line it can be replaced by the catalog's price (below).

Each row shows its line total, and the editor keeps a running subtotal. Use Add line item to add a row and the trash icon to remove one.

Reprice from catalog

When at least one line is linked to a catalog plan, a Reprice from catalog button appears. It's on-demand — repricing never happens behind your back. Clicking it saves your lines, then replaces the typed price on each plan-linked line with the catalog's authoritative price, and recomputes the totals preserving your discount percentage — a reprice never silently drops or changes the concession you set. Custom (unlinked) lines are left exactly as you entered them.

Repricing is deliberately honest about what it can't price. It refuses — and names the affected lines in a warning panel — rather than fabricate a number, when:

• the plan can't be resolved to a billable plan in the catalog;

• the plan has no priceable recurring charge in the catalog;

• the line needs a live billing quote — tiered/volume-banded charges, and display-only or passthrough charges, have no trustworthy single local price.

Lines with warnings keep the price you typed; the warning tells you which ones to verify against a live billing quote.

Discount and totals

Below the line items, enter a Discount %. The editor shows the derived discount amount against the subtotal and the resulting Total live as you type.

Internal approval — discounts over your authority

When the workspace has a discount authority ceiling configured, a quote whose discount exceeds it is held: an Approval panel appears explaining the discount and the ceiling, and the quote cannot be sent to a customer or processed into an order until a teammate approves it.

• Request approval raises a request; the quote moves to Pending approval.

• Two-person rule — the request must be decided by a different user than the one who raised it. Self-approval is refused outright.

• The approval covers the granted discount only. If you later raise the discount above what was approved, the quote re-locks and needs a fresh approval. Lowering the discount back within the approved amount (or within your own authority) clears the hold.

• A rejection returns the quote to draft, but the gate stays closed — the rep either lowers the discount or gets a new request approved.

• No ceiling configured? Then no discount is ever "over authority" and the panel never appears.

• Fail-closed. If the authority policy can't be read, the quote stays held. A policy read failure never silently widens what a rep may give away.

Save

Click Create quote (or Save quote when editing) to store the quote, its line items, and its totals. Nothing is billed at this stage — saving a quote just captures the proposal, and the editor says so.

Edit an existing quote

Open any quote from the list's actions menu (Open or Edit) to come back into the same editor. Change the details or line items and save again; the totals update in the list.

Gotcha — edits after sending. There is no quote versioning live today: if you edit a quote after sending it, a customer who opens their still-un-actioned approval link sees the current state of the quote, not the state at send time. If the terms changed materially, tell the customer — don't rely on the link to carry history. See Sending a Quote for Customer Approval.

A quote that has been processed into an order shows that in the editor (with the order reference) and is kept as the record of what was agreed.