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Quotes
Operate, then Quotes. A quote is priced lines that have not been committed. Once your pricing rules are in, a quote is a customer, some lines and a date.
Building a quote
Create takes four things: the customer, an optional contact the quote is addressed to, the required by date, and notes. Their price list and terms come with the customer, and starting from the customer record with + New quote prefills them.
Check the production load heatmap before you promise a date.
Lines are added on the quote itself, after it exists. Add line for each garment plus decoration combination:
| Field | Meaning |
|---|---|
| Garment SKU | Which blank |
| Decoration | Which decoration method |
| Print colours | Colour count, which selects the row in the rate matrix |
| Quantity | How many |
| Unit price | Only editable on custom lines. Priced lines come from the engine |
A front print and a back print are two lines. That is how the cost actually behaves: two setups, two rates.
Reading the quote
The right-hand pricing rules applied panel is the most useful thing on the page. Every rule that fired, what it was, and what it did to the total:
| Example entry | Meaning |
|---|---|
| Northside FC club discount, -237.60 | Customer discount 12% off list |
| Global volume break, -48.00 | 100+ triggers a 0.40 unit reduction |
| Decoration: Plastisol screen print, +264.00 | Screen print, 1 colour, added |
When a customer questions a price, or a number looks wrong, read this list before anything else. It is a frozen record: it stays on the quote even if you later change the rule.
Line items also show live stock: "145 available, stock reserved on accept" tells you whether you can actually make the job now.
Sending and chasing
| Action | What it does |
|---|---|
| Download PDF | A branded quote PDF |
| Mark sent | Records the send date and triggers the quote-sent email |
| Accept and convert to order | Creates the order and reserves stock |
Quotes that go quiet are chased automatically by the quote follow-up email. It goes out on its own, so you do not have to keep a list of who has not replied.
Converting to an order
Accept and convert to order does several things at once:
- Creates an order in your first workflow stage, usually Artwork.
- Copies the lines, with cost snapshots so margin is measured against the costs at the time.
- Reserves stock for the SKUs on the order.
- Sends the order thank-you email.
- Counts against your plan's open-order limit.
The quote stays, marked Converted, and links to the order. Nothing is retyped.
Quote statuses
| Status | Meaning |
|---|---|
| Draft | Being built, not sent |
| Sent | With the customer |
| Converted | Accepted, an order exists |
| Expired | Past its validity |
Practical habits
- Quote from the customer record when they ring. It saves the customer step and shows you their history and designs while you talk.
- Reuse a previous quote for a repeat job rather than rebuilding it, so the lines and colour counts stay consistent.
- Check margin before you send. If a job comes out thinner than you expected, the rules trail tells you which discount did it.
- Do not hand-edit prices to hit a number. Change the rule, or add a scoped rule, so the next quote for that customer is right too. Hand-edited lines are invisible to your pricing logic and quietly wrong forever.