Quotes (CPQ)
A quote is a sendable, price-locked proposal: here is what you want, here is what it costs, valid until this date. When the customer accepts, Floatless turns the quote into an order and an invoice without re-keying anything.
Quotes live under Invoices → Quotes.
When should I read this?
- A prospect asked for pricing in writing before committing.
- You want customers to say "yes" themselves — online, with a recorded acceptance — instead of trading emails.
- A quote was accepted and you need the billing paperwork to exist now.
Use cases
| Scenario | What you do |
|---|---|
| Standard renewal proposal for an existing customer | Build the quote from catalog products, send it, watch for acceptance. |
| A negotiation changes quantities and price mid-flight | Edit the quote while it is in Draft or Sent; each line supports a price override and a per-line discount. |
| The customer's procurement needs formal terms | Put them in the Terms field — they appear on the public quote page the customer signs against. |
Quote lifecycle
| Status | Meaning |
|---|---|
| Draft | Being assembled; fully editable. |
| Sent | Delivered to the customer; editable until accepted. |
| Accepted | Customer signed; billing artifacts created. |
| Declined | Customer said no (with optional reason, kept on record). |
| Expired | Passed its valid-until date; can no longer be accepted. |
| Converted | Turned into an order and invoice. |
Create and send a quote
Steps
Start the quote
Click New quote. Pick the Customer and set Valid Until (required — it protects you from open-ended pricing).
Add line items
For each line: product, quantity, price, and a per-line discount (flat amount). Editing a price marks the line as an override and shows the list price for reference. The right-hand summary tracks the estimated total, item count, and total discounts.
Add commercial context
Use Notes for the customer-facing rationale and Terms for the contractual language the acceptance will bind to.
Send it
On the draft, click Send quote. Status flips to Sent and the email carries the public quote link.
The public quote page
Every sent quote gets a shareable link — visible on the quote detail page with a Copy link button. The page requires no login: the quote's unique ID is the access credential, and it shows the quote number, validity window, line items, totals, and your terms.
The customer can:
- Accept & Continue to Invoice — they type their name (recorded as the electronic acceptance, together with an agreement-to-terms signature record), and Floatless creates the invoice immediately, then shows it to them.
- Decline — optionally with a reason, which is stored on the quote for your pipeline review.
Expired or withdrawn quotes show a clear notice and cannot be accepted.
Convert an accepted quote
Two paths, same result:
- Customer self-serve: acceptance creates the order and invoice automatically; you land on the invoice from the quote.
- Operator-driven: on a sent, unexpired quote click Convert to order — Floatless creates the order and invoice, marks the quote Converted, and jumps you to the invoice.
The quote detail page keeps an Activity timeline: created → sent → accepted/declined → converted, each with a timestamp.
Common issues
- Edit is refused. Only Draft and Sent quotes are editable, and only before they expire. After conversion, the numbers live on the order and invoice.
- The customer can't accept. Check the valid-until date — expired quotes show a notice and decline further acceptance. Resend requires updating validity first.
- Wrong prices went out. While the quote is only Sent (not accepted), edit the lines and the public page reflects the new numbers immediately.