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Beagle Software
All topics 35

Quoting guide

Quotations

Draft → Sent → Accepted

Quotations move through five statuses: Draft, Sent, Viewed, Accepted and Rejected. Each quote belongs to a customer (or lead) and contains product or service line items, automatic VAT and a valid-until date.

Status moves automatically — it is a read-only badge, not something you set by hand. Viewed sits between Sent and Accepted and flips on its own the first time the customer opens your quotation email, tracked by an invisible pixel in that email. Opens registered within 30 seconds of sending are ignored, so Apple Mail's privacy pre-fetch does not mark a quote as read before anyone has looked at it. The change is recorded in the audit trail as a system action. Viewed has its own status filter and pipeline-board column, and quotes in it still count as live work alongside Draft and Sent.

Because it depends on images loading, treat Viewed as a positive signal rather than a guarantee: a customer whose email client blocks images can read a quote without it ever leaving Sent.

The quotations list showing quote numbers, customers, totals and statuses (draft, sent, viewed, accepted, rejected)

Create a quotation

In normal use, quotations are raised from a lead so the customer, lead link, and primary contact are already in place. Set Valid until, then add line items. Search the catalogue to add product items with preset pricing, or add free-text service lines.

Health, expiry & archived quotes

The quotations list lets you search by quote number or customer, filter by status, customer, ownership, and quote health, and separate out expired or expiring-soon work. Admins can also review archived quotations from the archive view.

Send by email or PDF

Send emails the customer with the PDF attached and stamps the quote as sent. Download PDF generates the document without emailing. Re-sending tracks how many times the quote has been sent.

Accept, reject or revise

On a sent quote, mark Accepted to move it forward (you can generate a sales order or invoice from it), or Rejected with a reason. Use Revise quotation to create a new revision while keeping the previous version and sent history.

Editing vs revising a quote

Both buttons live in the Actions panel on a quotation, and they are easy to confuse — but they do different things.

Quotation Actions panel showing the Edit and Revise Quote buttons among the other actions

Edit changes the quote in place — same quote number, no new version. It only appears while the quote is a Draft, so it is for fixing a quote before you send it (a typo, a price, a missing line).

Revise Quote creates a brand-new revision — a fresh copy with its own number that supersedes the original, while keeping the previous version and its sent history intact. Once a quote has been Sent, the Edit button disappears and Revise is the right tool, so you never silently change a document the customer has already seen.

Rule of thumb: Draft → Edit. Already sent → Revise.

VAT, numbering & terms

If your organisation has a VAT number, VAT is added automatically. Quote numbers use the prefix and next-number set in Organisation Settings. Your default Terms of sale are appended to every quotation PDF.