How a quotation moves from draft to booking
Every quotation status and what moves a quotation into it, how validity and automatic expiry work, and why a quotation locks after it is accepted.
A quotation starts as a Draft, goes to the customer as Sent, and ends as Booked, Declined or Expired. Its status changes by itself when the customer opens the link, answers it, or lets the date pass, so the list always shows who needs a follow-up.
The statuses
| Status | What moves a quotation into it |
|---|---|
| Draft | You created it, or extended it after it expired. Nothing has been sent from the system yet. |
| Sent | You pressed Send on WhatsApp, Send by email or Send by SMS, and the message went out or WhatsApp opened with it. If it was not sent, the status does not change. |
| Opened by customer | The customer opened the link after it was sent. The quotation shows the date. |
| Accepted | The customer pressed Choose this option and confirmed. The chosen option is saved. |
| Booked | A booking was made from one of its options, whether the customer accepted online or you booked it directly. |
| Expired | The Valid until date passed while the quotation was Draft, Sent or Opened by customer. |
| Declined | The customer pressed No thanks and Decline, or you chose Mark as declined. A declined quotation cannot be sent; duplicate it to send new options. |
A typical path: Draft → Sent → Opened by customer → Accepted → Booked. You can also book from Draft, Sent or Opened by customer when the customer tells you their choice by phone: the quotation goes straight to Booked.
Note
Copying the link and pasting it yourself does not change the status. Use the send buttons if you want the status to follow the customer.
Validity and automatic expiry
Every quotation has a Valid until date: the last day the customer can accept it. A new quotation gets today plus your agency's usual validity, set in Settings → Preferences → Quotes are valid for (1 to 60 days, 7 unless changed). You can change the date on each quotation in the builder.
The day after that date, an unanswered quotation shows Expired in the list and on the quotation, and the customer's page says it has expired, so prices may have changed. The customer can no longer choose an option.
To give the customer more time, press Extend … days on the expired quotation. It goes back to Draft with a new date; send it again. An expired quotation cannot be sent until you extend it. Or duplicate it to change the prices at the same time.
For example: you send a quotation on 12 November with 7 days' validity. It is valid until 19 November. On 20 November it shows Expired.
Locking after the customer accepts
Once a quotation is Accepted or Booked, it is locked. Nobody can edit the options, click a price to change it, send it again or mark it as declined. The builder shows This quotation is accepted and can no longer change.
This protects what the customer agreed to: the price they chose is the price you book. If something must change, duplicate the quotation, change the copy and send it; or book it and change the booking.
A booked quotation can no longer be deleted either. It stays as the history of how the booking was sold.
Quotations and leads
When a quotation is linked to a lead:
- sending it moves an open lead to Quotation sent, and counts as the first reply, once the message went out or WhatsApp opened with it;
- booking it moves the lead to the booked stage, whoever books it: no permission on leads is needed.
Related articles
- The quotations screenAll your quotations in one list, filtered by status or found by customer, number or title, with the selected quotation shown beside it.
- Send a quotation to the customerSend the quotation link by WhatsApp, email or SMS, or copy it into any chat, and see what changes when the customer opens it.
- When the customer accepts or declines onlineWhat the customer does on the quotation link, and what you see and do afterwards: the Accepted status, the banner, the task and the owner's phone.
- Duplicate, extend, decline or delete a quotationCopy a quotation to send new options, extend one that expired, record that the customer said no, or delete one you no longer need.
- Lead and quotation statusesEvery status, stage and lost reason of leads and quotations, what each one means and what moves a record into it.