After you send a quotation the customer says yes, no, or nothing. This guide shows how to record each answer, how to answer a rejection with a new version, and how an approved quotation reaches a booking.
Click Sales › Pipeline › Quotations (/quotations). The chips are All, Draft, Sent, Approved, Rejected, Expired, Revised. Open Actions (the three dots) on a Sent quotation. It offers five items: Approve, Reject, Mark expired, Revise (new version) and Download PDF. The first three record the customer's answer; Revise starts a new version of the offer.
On QTN-000007, the Barat offer for Saad Rauf Butt (Rs 2,037,250), choose Approve. There is no confirmation box. The message reads "QTN-000007 approved", the badge turns green, and the Approved chip lists it. An approved quotation's menu has only Revise (new version) and Download PDF.
When the Khan Family decline their offer (QTN-000009, Rs 440,800), choose Reject on that row. The message reads "QTN-000009 rejected", the badge turns red and the Rejected chip lists it.
QTN-000010 for Zenith Corp Events was valid until 20-Oct-2026. When an offer runs out unanswered, choose Mark expired. You see "QTN-000010 marked expired", an amber badge, and the Expired chip lists it.
On QTN-000009 choose Revise (new version). The message reads "New version of QTN-000009 created". The new version has its own code, QTN-000011, version 2, a Draft with the same two lines and the same total. The earlier one is kept under the Revised chip: QTN-000009, version 1, with its original total.
A new version is a draft, so Actions offers Edit, Send and Download PDF. Open Edit: the dialog is titled Edit QTN-000011 with the customer, date, notes and both lines carried over. Change Disc% on the catering line from 0 to 5. The totals follow: discount Rs 15,000, tax Rs 58,400, Grand total Rs 423,400. Press Save changes; you see "Quotation saved (QTN-000011)".
Choose Send from the same menu. The message reads "QTN-000011 marked as sent. Email/WhatsApp delivery is not set up, so share the PDF with the customer." The Sent chip now lists QTN-000011 and QTN-000006.
Open Finance › Cash & costs › Accounting. The newest voucher is still JV-000006 from 3 October. Approve, Reject, Mark expired and Revise posted nothing.
Approving does not create a booking by itself. Open Sales › Pipeline › Bookings and press New booking. The optional field From approved quotation lists only approved quotations: QTN-000008 and QTN-000007, each Rs 2,037,250. Drafts, sent, rejected and expired offers are not in it. How to finish the booking is in MMS-S31.
| Mistake | What you see | Fix |
|---|---|---|
| Looking for Edit on a sent quotation | The menu has no Edit | Use Revise (new version), then edit the draft |
| Approving the wrong row | No confirmation box, the status changes at once | Check the code and customer in the row before you click |
| Looking for a rejected offer in the main list | It was revised and moved | Open the Revised chip |
| Item | Meaning / rule |
|---|---|
| Sent | Approve, Reject, Mark expired, Revise, Download PDF |
| Approved, Rejected, Expired | Only Revise and Download PDF |
| Revise | New code, version plus one, a Draft with the same lines; the old one goes under Revised |
| From approved quotation | The New booking field; lists approved quotations only |
| Journal | None of these actions posts anything |
Can I edit a quotation after it was sent? No. A sent quotation has no Edit. Use Revise (new version), which creates a new draft you can edit and send, while the old one stays on record under the Revised chip.
Does approving a quotation create a booking? No. Approving only makes it usable for a booking. In Sales, Pipeline, Bookings, press New booking and pick it in From approved quotation, which lists approved quotations only.
Does approving, rejecting or revising post anything to Accounting? No. These actions post nothing, and the newest voucher in Accounting stays unchanged. An offer is not a sale.
Can I still use a rejected quotation? Yes. A rejected quotation can still be revised or downloaded as a PDF, so the work is not lost.
Marquee runs this whole workflow. See what Marquee does and what it costs, or browse all step-by-step guides.