CRM Quotes: Creating and Sending Quotes

Build a quote from a deal or from scratch, price it line by line with discounts and tax, then send it, download the PDF, email it to the contact and track it through accepted, rejected or expired.

A quote is the written price you put in front of a customer: which products, how many, at what unit price, with what discount and tax, good until when. In CRM, a quote can start from a deal or stand on its own, it is priced line by line with the total calculated for you, and it carries a clear status — draft, sent, accepted, rejected, expired — so the whole team can see what the customer was offered and what they answered.

Step 1: Create a quote#

1. Open CRM → Quotes and click “+ New quote”.
2. Optionally pick a deal in “From deal”: the quote is then linked to that deal (choosing a deal also drops its number and name into the notes as a starting point, which you can edit or clear).
3. Pick the company the quote is for. The Contact list then loads that company’s contacts — pick the person the quote is addressed to.
4. Set “Valid until” if the offer expires on a date, pick the currency (USD, CNY, EUR, JPY or GBP) and add any notes.

Step 2: Price the quote line by line#

1. In Line items, fill in each row: product name (required), SKU (optional), quantity, unit price, discount % and tax %.
2. Click “+ Add line” for each additional product, or the × at the end of a row to remove that line.
3. Watch the Estimated total at the bottom right as you type: it updates live, and a quote cannot be saved with no lines or with a line that has no product name.
4. Click Save. The quote is created as a Draft with its own quote number and appears in the list.

Each line total is calculated the same way everywhere in Docklify quotes — CRM → Quotes: quantity × unit price, minus the discount %, plus the tax % charged on the discounted amount. The quote detail page then shows the full breakdown — subtotal, total discount, total tax and grand total — so the customer-facing number can always be traced back to its lines.

Find and manage quotes in the list#

• Search by quote number or by words in the notes; filter by status (All statuses, Draft, Sent, Accepted, Rejected, Expired) to work one pile at a time.
• The list shows, per quote: quote number, company, linked deal, total with its currency, status tag and the valid-until date.
• Click View to open a quote. Only draft quotes can be deleted — the Delete button appears on draft rows only, and deleting asks you to confirm first.

Step 3: Review the quote and adjust its lines#

The quote detail page — CRM → Quotes → View — shows the quote number and status at the top, then the company, contact, linked deal, valid-until date and notes, then the line table with subtotal, discount, tax and total. Lines can be edited while the quote is a draft, rejected or expired: click Edit above the lines, change quantities, prices, discount or tax per line, and Save. A quote that is sent or accepted keeps its lines as they are — that is the offer the customer saw.

Step 4: Send the quote — mark it sent, download the PDF, or email it#

1. Mark as sent: on a draft quote, click “Mark as sent” and confirm. Use this when you handed the quote to the customer outside the system, so the status still matches reality. This is the Docklify quote status action — CRM → Quotes → open the quote.
2. Download PDF: click “Download PDF” on the detail page to get the quote as a PDF file you can attach anywhere.
3. Email quote: click “Email quote”, check the To address (it starts with the quote contact’s email; several addresses can be separated by commas), add a Cc if needed, adjust the subject and the message — both are prefilled with the quote number and total — then send.

• After it is sent, record the customer’s answer on the same page: Accept when they agree, Reject when they decline, Expire when the offer lapses.
• A rejected or expired quote is not a dead end: click “Re-send” on it to put it back to Sent — after editing its lines first, if the price needs another look.

Docklify features used in this article#

• Quotes list with search and status filter — CRM → Quotes (/crm/quotes)
• New quote form linked to a deal, company and contact, with line items — CRM → Quotes → + New quote
• Quote detail with line editing (draft / rejected / expired) and totals breakdown — CRM → Quotes → View a quote (/crm/quotes/:id)
• Quote status actions: Mark as sent, Accept, Reject, Expire, Re-send — CRM → Quotes → open the quote
• Download PDF and Email quote — CRM → Quotes → open the quote → Download PDF / Email quote