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