Before you start
Put the right records and roles in place.
The customer and the products must already exist. For My Quotations in the Personal workspace, each rep needs an Employee record whose Username matches their login. Offers created from an opportunity arrive with the customer, currency, owner and the link to the deal already filled in.
Documented sequence
From the first price line to the sales order.
Each stage identifies the action, handoff, or record change that moves the work forward.
- 01
Compose the offer — Sales rep
Pick the customer, a Valid Until date, currency, payment method and conditions, then add product lines whose price, unit and tax rate fill in from the catalog. The offer is numbered QT… and stays in DRAFT.
- 02
Send it — Sales rep
Mark Sent moves the offer from DRAFT to SENT. From then on Valid Until counts: a sent offer that outlives it expires by itself.
- 03
Follow up — Sales group member
A Follow Up Quotation task waits in the Sales group's Inbox from the moment the offer is created. It is cancelled automatically when the offer is accepted, declined or ordered, and can also be closed with Done.
- 04
Record the answer — Sales rep
Accept sets ACCEPTED, Decline sets REJECTED, and an unanswered offer turns EXPIRED after Valid Until. Generate Sales Order copies the header and every line into a DRAFT sales order and marks the offer ORDERED.
Connected work
Carry the record into the next decision.
Related features and workflows reuse the same business records instead of asking teams to rebuild the context.
Generate Sales Order does not carry the Owner onto the order; assign responsibility on the order if your process needs it.
A starting point, not a fixed package
Shape the offer around your own terms.
Payment methods, tax rates and products come from your own records, and the printed offer template lives under Documents and can be customised per company. Further changes, such as an approval step before sending or extra offer fields, can be scoped as a Custom adaptation.
Try BusinessIntentsDecision-stage answers
Prepare and send a quotation FAQs
Does Mark Sent e-mail the offer to the customer?
Yes. Mark Sent e-mails the offer's PDF, the same one Print produces, to the customer's address with a covering note. A customer without an e-mail address gets nothing sent but the status still moves; sending needs the instance's outgoing-mail configuration.
What happens if the customer never answers?
When Valid Until passes, a still-open offer turns EXPIRED by itself, and Mark Expired remains as a manual override. Changing the date moves the deadline; an offer without a date never expires automatically.
Do we have to accept an offer before converting it?
No. Generate Sales Order sets ORDERED regardless. Use Accept first when you want the customer's answer on record before ordering.
How do we send a revised offer?
Duplicate copies the quotation with a new QT… number, back in DRAFT, ready to be changed and sent again.
Review the real workflow
Send one real offer through BusinessIntents.
Use a real record or transaction to compare the documented flow with the way your team works today.