This article walks you through what quotes and details are visible in the list of quotes, how to customize your list view, and how to manage your quotes straight from the quote list view.
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1. Which quotes are shown in the quote list?
The quote list view displays active quotes by default. To specify which quotes are considered active and shown in the list:
- Go to Settings > Site settings > Statuses
- Tick the In active list checkbox for all types of quotes that you want to show in the quotes list view.
2. Filtering and sorting the quotes
The quotes list can be filtered by projects, clients, categories, date ranges, and more.
Hover and click the column name to sort the list by quote number, owner, date, payer, project, etc.
You can save the updated view as a new bookmark or the default view.
3. Summary bar
Above the quote list, you'll find the summary bar, which provides an overview of the number of quotes made, their sum, margin, etc. Customize the summary bar according to your needs by using filters.
4. Managing the quotes
4.1. Viewing and modifying a quote
Hover over the quote name under the Quote | Project column to see an overview of the client and contact person details and a summary of the quoted products and services.
To view a quote, click on the quote name.
To modify a quote, click the icon next to the quote name.
Alternatively, open the quote detailed view first and then click the Modify button.
If the user has the appropriate permissions, they can view or modify quotes of other users, also issue quotes and orders on behalf of others. Permissions are granted by the site administrator.
4.2. Bulk commands
If you select multiple quotes by ticking the checkboxes on the left side of the row, an additional bar with bulk commands will appear, letting you do the following bulk actions:
- Generate a single PDF for all selected quotes by selecting the language from the dropdown field and clicking PDF
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Send the selected quotes at once by clicking the Send button and choosing if you want to send the quote as single or separate files
- Sending multiple quotes at once is handy when you have a client to whom who have issued multiple quotes and all of them need to be sent over.
- Export selected quotes in a CSV or XLS file by clicking the Export button. Learn more about it in this section.
- Create an invoice using data from the selected quotes by clicking Create invoice
- Change quote status for the selected quotes at once by selecting the new status from the Status dropdown field
- Assign or move estimated closing date for the selected quotes by clicking the corresponding button and selecting the new date from the calendar
- Change author for the selected quotes by selecting a team member from the Assign author dropdown.
4.3. Changing quote status
The status of the quote can easily be changed by clicking on it.
4.4. Creating an invoice from a quote
Use the invoice icon to create an invoice of the quote with just one click.
Or select multiple quotes in the list and create a single invoice for them all.
Note! If the quotes are linked to a project, then the invoice will use the Project on each document line feature and assign each document line the relevant project.
5. Exporting quotes
You can also export quotes in a CSV or XLS file format from the quotes list:
- Filter your quotes list view to show the quotes you want to export.
- Select the quotes you want to export by ticking the checkboxes on the left side. An additional options bar will appear.
- Click the Export button.
- Select your preferred file format and choose whether to export only visible columns or detailed information about the quote.
- Click Export.