Quote Management System | Hortiprise Documentation

Quote Management Overview

The Quote Management system enables you to create professional quotes for customers, track their status throughout the sales process, and convert successful quotes into orders.

Quote Status Tracking

Quote Status Cards

The dashboard displays real-time quote counts across all statuses:

DRAFT

Quotes being prepared

SENT

Quotes sent to customers

VIEWED

Quotes opened by customers

ACCEPTED

Quotes approved by customers

REJECTED

Quotes declined by customers

EXPIRED

Quotes past validity date

CONVERTED

Quotes converted to orders

Quote Information Display

Quote Table Features

Quote ID: Unique identifier for each quote
Customer Info: Customer name and email address
Items Summary: Number of items and crop details
Total Amount: Quote value in Indian Rupees (₹)
Quote Date: When the quote was created
Valid Until: Expiration date with expired indicators
Status Badge: Color-coded status indicators

Quote Actions and Workflow

Available Actions

View Details: Navigate to complete quote information
Edit Quote: Modify quote items, pricing, and details
Update Status: Change quote status through workflow
View/Generate PDF: Create professional quote documents
Download PDF: Save quote PDFs for record keeping
Convert to Order: Transform accepted quotes into orders

PDF Generation and Document Management

Document Features

Automatic PDF Generation: Professional quote documents
PDF Storage: Documents stored and accessible via URL
Download Functionality: Direct download of quote PDFs
View in Browser: Open PDFs in new tabs for review
Document Regeneration: Update PDFs when quotes change

Quote Item Management

Item Display System

Item Count: Total number of items in quote
Crop Information: Primary crop name display
Multiple Items: "+X more" indicator for additional items
Variety Details: Specific crop varieties and quantities
Pricing Breakdown: Individual and total pricing

Quote Filtering and Search

Search and Filter Options

Text Search: Search across quote IDs, customer names, and items
Status Filter: Filter by specific quote status
Date Range: Search quotes within date ranges
Customer Filter: Find quotes for specific customers
Amount Range: Filter by quote value ranges

Quote Conversion Process

Converting Quotes to Orders

The conversion process includes:

Validation: Verify quote status allows conversion
Order Creation: Automatic order generation from quote data
Status Update: Quote marked as "CONVERTED"
Navigation: Direct redirect to new order page
Data Transfer: All quote items transferred to order
Customer Linking: Maintain customer relationship

Quote Validity and Expiration

Expiration Management

Validity Period: Set expiration dates for quotes
Expiration Indicators: Red text for expired quotes
Automatic Status: Expired quotes highlighted in interface
Renewal Options: Extend validity for active negotiations
Status Tracking: Monitor quote aging and follow-up needs

Quote Form Features

Quote Creation and Editing

Customer Selection: Choose from existing customers or create new
Item Addition: Add multiple crops and varieties
Quantity Specification: Set quantities for each item
Pricing Control: Automatic or manual pricing options
Terms and Conditions: Add specific terms to quotes
Validity Setting: Set custom expiration dates

Quote Status Workflow

Quotes follow a defined workflow process:

DRAFT: Initial quote creation and preparation
SENT: Quote sent to customer for review
VIEWED: Customer has opened and reviewed quote
ACCEPTED/REJECTED: Customer decision on quote
CONVERTED: Accepted quotes converted to orders
EXPIRED: Quotes past validity date

Integration Features

System Integrations

Customer Management: Links to customer records and order history
Order Management: Seamless conversion to orders
Crop Database: Real-time pricing from crop varieties
PDF Generation: Professional document creation
Analytics: Quote performance and conversion tracking

Best Practices

Quote Management Tips

Set appropriate validity periods to encourage timely decisions
Follow up on VIEWED quotes that haven't received responses
Use status updates to track customer engagement
Generate PDFs for professional presentation
Convert accepted quotes promptly to maintain momentum
Review expired quotes for potential re-engagement
Monitor conversion rates to improve quote success