RFQ & Estimates /a/rfq · /a/estimates
The start of every sale. A customer sends in a quote request (RFQ), you respond with a priced Estimate, and once they accept you convert it to a Sales Order — all without re-entering data.
Request for Quotes (RFQ)
The RFQ module collects incoming quote requests from customers. The four status counters at the top give you an instant pulse:
| Status | Meaning |
|---|---|
| New | Just received — not yet reviewed by your team. |
| In Review | Being assessed. Estimate not yet sent. |
| Converted | An Estimate has been created and the RFQ is closed. |
| Declined | You chose not to quote on this request. |
Logging a new RFQ
Click + New RFQ (top right) to open the intake form. Fill in:
- RFQ Number — auto-generated (e.g. RFQ-11), editable if needed.
- Customer — search existing customers or click + Add New to create one on the spot.
- Product Description — what the customer wants quoted. Be specific; this text carries into the Estimate.
- Required By — customer's deadline date.
- Contact Name / Email — the person at the customer's company you're dealing with.
- Add Attachments — attach customer drawings, prints, or spec sheets (PDF, images).
- Notes — any special requirements or internal notes.
Viewing an RFQ detail
Click any row to slide open the detail panel. From here you can Edit the RFQ or Delete it. Once you are ready to price it up, head to Estimates and create a new Estimate referencing this customer.
Estimates
An Estimate is a line-itemised price quote you send to the customer. It tracks revisions, discounts, tax, shipping, and payment terms — and converts directly to a Sales Order when accepted.
Creating an Estimate
Click + New Estimate. The form opens as a full side panel:
- Date, Estimate #, Status — date defaults to today; number is auto-generated; set status to Draft while building.
- Customer — links to your Customers master.
- Sales Rep — select the team member responsible.
- Expiration Date — how long this quote is valid.
- Line items — each row needs an Item (from your inventory catalog), a Description, Qty, and Unit Price. Click + Add line item to add more rows.
- Discount %, Tax %, Shipping — applied to the subtotal to compute the final Total.
- Channel — sales channel (e.g. Direct, Distributor).
- Terms — payment terms (e.g. Net 30).
- Customer Message — printed on the estimate document the customer receives.
- Customer Notes / Internal Comment — notes visible internally but not printed on the quote.
Estimate statuses
| Status | When to use |
|---|---|
| Draft | Still being built — not yet sent to the customer. |
| Sent | Quote has been sent to the customer (mark via More → Mark as Sent). |
| Accepted | Customer has agreed to the price. Ready to convert. |
| Declined | Customer rejected the quote. |
Revising an Estimate
If a customer requests a price change, use More → Create Revision instead of editing in place. This creates a new version (e.g. Quote-07-R2) while keeping the original intact — giving you a full audit trail of what was quoted and when.
Converting to a Sales Order
Open the accepted Estimate and click More → Convert to Sales Order.
The system creates a new Sales Order carrying over all line items, pricing, customer, and payment terms. No re-entry needed.
The Estimate status updates to Accepted and is linked to the new SO. You'll find the SO immediately in Sales Orders.