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Create and follow up quotes

Create a quote, build up line items and sections, send it by email, follow it up in the quote tracker and convert it into an order.

Video-Vorschau: Creating a quote – first steps in teamspace

Creating a quote – first steps in teamspace

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Prerequisites

In the quote you describe what you are offering the customer – services, quantities, prices. You create it in the Document overview or directly in the Quote tracking, fill it with line items and send it out by email. If the customer agrees, you turn it into an order in two clicks – all line items, address data and contract details carry over, so you don’t have to type anything twice.

New document - Quote dialogue with the fields Template, Agent, Reference document, Document name, Price list and the steps Invoice recipient and Assignments
"New document – Quote" creation dialogue: Template, Agent, Reference document, Document name and Price list (Step 1), with "Invoice recipient" and "Assignments" below.

Create a quote

From the Quote tracking (or the Document overview) you create a quote via the + button → New document → type Quote. The dialogue asks for:

  1. Template – one of the quote templates. If there is only one template, the system selects it automatically.
  2. Short info – the internal display name; it appears in lists, not in the PDF.
  3. Contact – the recipient from the CRM.
  4. Price list – overrides the template’s price list if something different applies to this quote.
  5. Project / Sales opportunity / Internal department / Agent – optional assignments.

After Save and close you land in the detail manager – the document is in the Draft status.

Create line items

In the Line items tab you use + to add what you are offering. You pick an article from the article master – the line item inherits its name, description and unit price from the article and the assigned price list. The line-item dialogue is divided into four sections:

  • Line-item master data – name, description, item number, section, item type.
  • Billing data – billing method, unit price, quantity, discount level, start/end of validity.
  • Other – additional text, page break after the line item, activity report setting.
  • Project creation and billing – whether a project element is later created from the line item (see Projects and orders).

Item types – Standard, Alternative, Optional

In the Master data section you choose the Item type. Without a selection, the line item runs as Standard.

  • Alternative – an alternative to another line item; not counted in the total.
  • Optional – an add-on service to book in addition; likewise not counted in the total, but available for selection.

Sections for structure

If the quote carries several blocks (Installation, Licence costs, Rollout), you create sections. From the Actions in the Line items tab you create a New section. Among other things, the dialogue offers:

  • Title/Description – appear on the PDF (when Show title row is active).
  • Prefix – shown before the item number (A.1, A.2, B.1).
  • Subtotal – shows a total for all line items in the section.
  • Show/hide line items – hide line-item details in the PDF.
  • Print on new page and New price for the section (overrides the subtotal).

You assign line items to a section when creating them or by dragging them in the line-item list.

Preview, sending, acceptance

In the Preview tab you see the PDF as the customer will. If everything is correct, you validate it via Validate quote in the Actions (checked live on 25 June 2026) – the PDF becomes final and the status changes from Draft to Validated. You send it by email via Send by email; the email text and PDF attachment are already set up. If the quote is to be reviewed internally before sending, you submit it into the approval workflow.

If the customer agrees, the order is created via the Create order action in the quote. The quote status automatically changes to Ordered. How things proceed is described in Create and bill orders.

Following up in the quote tracker

In the Quote tracking you see all quotes by status:

  • Draft – not yet validated.
  • Open – validated, the customer’s decision is pending (the Quote status field in the master data).
  • Action required – open quotes whose due date has passed – you should follow up.
  • Rejected – rejected by the customer or internally.
  • Ordered – an order has been created from the quote.

ℹ If a quote has been ordered without you creating the order in the system, set the Quote status manually – otherwise the quote stays stuck in Open.

Quote tracking list with status filters (Open, Action required, Rejected, Ordered) and a summary in the sidebar
Quote tracking list with status filters and summary block.

Common questions & needs

You want to …How to
Give the customer variants to choose fromItem type Alternative – not counted in the total.
Offer add-on services to book in additionItem type Optional.
Structure the quote into blocks with subtotalsCreate sections, activate Subtotal, set a Prefix.
See which quotes are overdueStatus Action required in the Quote tracking.
Turn a quote into an orderThe Create order action – everything carries over.
Offer prices in another language/currencyChoose a different Price list in the creation dialogue – see Articles and price lists.