Quotes

A quote is a priced offer for one or more service levels, given to a customer before they commit. An approved quote becomes a job (connote) without re-keying the data.

Where quotes live

In the sidebar, open Quotes:

• Create Quote — build a new one. See Create a quote.
• Manage Quotes — the list (/operations/quotes).
• Quote Templates — reusable starting points. See Quote templates.

The list has a tile per status — Draft, Pending, Quoted, Accepted, Approved, Declined, Rejected — and clicking a tile filters to it. Click a row to open the quote in the side drawer.

Who decides — it depends where the quote came from

Quotes you create in Operations — the customer decides

1. Save the quote. It is a Draft, and only a draft can be changed: Edit in the drawer reopens it in the form.
2. Click Send to Customer. The email carries Accept and Decline links to a page showing every quoted service level.
3. To accept, the customer must choose a service level. The level you quoted (tagged Quoted) starts selected; on quotes made before that tag existed nothing is pre-selected, and Accept is refused until they pick one. Their choice sets the quote’s total and service level.
4. The quote moves to Accepted or Declined (with the customer’s comment), and operations is notified by email.

There is no Approve or Reject button on these — the customer’s answer is the decision.

Cancel Quote closes out a draft that is going nowhere — raised in error, or the customer moved on before it was sent. Give a reason if you like, and confirm. The quote becomes Rejected, its notes read Cancelled by operator with your reason, and it can no longer be edited or sent. The customer is not emailed — they never had it. Only a Draft can be cancelled: once sent, the customer holds a live Accept link.

Quotes from the customer portal, the website widget or a web enquiry — you decide

These arrive as Pending. Open the quote and click:

• Approve — the quote becomes Approved and a connote is created from it, with the customer, addresses, cargo, options and rate copied across. A toast names the new connote number, and it appears on the Jobs list as Pending.
• Reject — the quote becomes Rejected.

The quote stays Approved after conversion — the source quote is kept as the audit trail.

Approve and Reject are final. A quote that is already Approved, Rejected or Declined cannot be changed again, and a quote that already has a booking cannot be rejected — cancel the booking instead.

Convert to Booking

An Approved quote also shows Convert to Booking. Use it when the approval went through but the booking was not created (for example, contact details were missing). It is safe to press again: a quote that already has a booking returns that booking instead of creating a second one. Only an approved quote can be converted; any other quote is refused with its current status, so approve it first.

Other drawer actions

• PDF — the quote document, listing every quoted service level.
• Email — send or resend the quote email. If the email could not be sent (no customer email, or the mail service refused it), you get an amber warning instead of a success message, and the quote’s Last Sent stays empty.

Common cases

• Customer wants a different service level — on an emailed quote, they choose it themselves on the Accept page.
• Customer wants minor edits after approval — edit the resulting job instead.
• A quote was sent but needs correcting — only drafts can be edited. Create a new quote (or start one from a template) and send that.
• A draft was raised by mistake — Cancel Quote in the drawer, rather than sending it to get it off the list.

Validation policies

If an administrator has switched the booking policy to enforce, a quote that the policy would refuse is still converted — the customer has already agreed to it. The booking is marked for review instead: its status notes say why, and it appears on the dispatcher’s exception queue. See Validation policies.

Quote vs Booking — which to use

• Use Create Quote when the customer wants to compare options or hasn’t committed yet.
• Use Create Booking when the customer has already committed and you just need to enter the job.