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Quotations

Quotes that turn into orders, not into retyping.

Send a professional quotation, revise it when the customer pushes back, take an advance, get it accepted, and turn it into a sales order or an invoice with every line carried over. Share by link, email or WhatsApp, and chase the ones about to expire.

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  • Numbered revisions with a full history
  • One click to a sales order or straight to an invoice
  • Share by email, WhatsApp or a secure link
  • Advances taken on the quote, applied to the invoice

What is Quotations in Flowyana?

Flowyana quotations are the price-quote part of its sales software, for businesses that win work by sending an offer first: distributors, contractors, trading companies, agencies and service firms in India, the UAE, Saudi Arabia and beyond. You prepare the quote, send it, revise it as the customer negotiates, and when it is accepted, turn it into a sales order or an invoice with every line carried over.

Most quotation trouble starts after the quote leaves. A customer asks for a change, and there are now three versions in three email threads. The accepted price is retyped into an order and a number goes wrong. Nobody remembers which quotes were due to expire. Flowyana keeps one quotation record with its revisions, its status and its follow-up in one place.

Sending is built in. Share the PDF by email or WhatsApp, or give the customer a secure link. On Growth and Business plans the customer can sign electronically and the quotation becomes accepted when they do. If you need money up front, record an advance on the quotation; it waits as the customer’s credit and is applied when the invoice is posted.

Once an order or invoice exists, the quotation protects it: its lines lock so the order never disagrees with the offer the customer accepted. Reports show what is still waiting on customers and how long it has been there.

What it does

Quotations, in practice.

Quotations with a validity date

Customer, items, discounts, tax, notes and terms, with a valid-until date that shows on the printed quote and in the calendar.

Revisions that keep the history

Create a new revision when the customer asks for changes. The earlier version is marked revised and the revision history stays on the quotation.

To a sales order or an invoice

Turn an accepted quotation into a sales order, or invoice it directly with no order in between. Items, prices and tax come across.

Share by link, email or WhatsApp

Send the PDF by email, send it on WhatsApp, or copy a secure link the customer opens in a browser.

Signed acceptance

On Growth and Business plans, send a quotation for e-signature. When the customer finishes signing, the quotation is marked accepted.

Advances on the quote

Record money received before the sale. It is kept as the customer’s credit and applied automatically when the invoice is posted.

Lines lock once ordered

When a live order or invoice has been made from a quotation, its lines can no longer be changed under it. Cancel the order and they unlock.

Start from a deal or a lead

Load the customer, contact and items from a CRM deal or lead, and the quotation moves the deal forward when it is accepted.

Expiry reminders and ageing

A daily reminder lists quotations about to expire, and the quotation ageing report shows quotes waiting on customers and the value at stake.

Approval before it goes out

Add an approval workflow if quotations above a value need a manager’s sign-off before they are sent.

Only need this module?

Get Sales & Invoicing in the plans for the product you run — two or three plans per product, users and branches included. Add one more user or branch any time.

See Accounting pricing →

How it works

Quotations, step by step.

  1. 1

    Create the quotation

    Pick the customer, add items with prices, discounts and tax, set a valid-until date and add notes and terms. Or load everything from a CRM deal or lead.

  2. 2

    Send it

    Share the PDF by email or WhatsApp, or copy a secure link. Send it for e-signature if your plan includes it.

  3. 3

    Revise as the customer negotiates

    Create a new revision for each round of changes. The earlier versions stay in the revision history.

  4. 4

    Take an advance if you need one

    Record the customer’s deposit on the quotation. It is kept as their credit until the invoice is posted.

  5. 5

    Convert on acceptance

    Turn the accepted quotation into a sales order, or invoice it directly. Lines, prices and tax come across.

  6. 6

    Follow up what is still open

    Use the expiry reminders and the quotation ageing report to chase the quotes that have gone quiet.

In depth

A closer look.

Quotation revisions and statuses

A quotation moves through draft, sent, accepted, rejected, expired, revised and lost. When the customer asks for changes you create a new revision rather than overwriting the offer: the new version carries the next revision number, the earlier one is marked revised, and the revision history shows every version. Closing a quotation as rejected, expired, revised or lost is refused while a live order or invoice still stands on it, so a sold quote cannot be closed by mistake.

  • Draft, sent, accepted, rejected, expired, revised and lost
  • A new revision for every round of changes
  • Revision history on the quotation
  • Cannot be closed while a live order or invoice exists

Quotation to sales order or invoice

Accepted quotations convert in one step. A distributor that confirms stock first goes through a sales order; a service business that bills straight away invoices the quotation directly. Either way the lines, prices, discounts and tax come across, and the quotation shows what it became: ordered as, or invoiced as, with the document number. Each quotation has one live path, so it is never ordered twice or both ordered and invoiced. Cancel the order or invoice and the quotation is free again.

  • To a sales order, or straight to an invoice
  • Lines, prices, discounts and tax carried over
  • One live path per quotation, never two
  • Lines locked while an order or invoice stands on them

Share by link, email or WhatsApp, and sign online

Customers rarely want to open an attachment. From the quotation you can email the PDF, send it on WhatsApp, or copy a secure link that opens the quotation in any browser. On Growth and Business plans you can also send it for electronic signature: the customer signs on their phone or computer, and the quotation is marked accepted when the signing is complete. The signed copy is kept as the record, so totals are not recalculated under it.

  • Email with the PDF attached
  • WhatsApp, or a link to copy and paste anywhere
  • E-signature acceptance on Growth and Business plans
  • Bilingual Arabic and English templates with your branding

Advances and deposits against a quotation

When you ask for a deposit, record the payment on the quotation itself. It is held as the customer’s credit and applied to the invoice automatically when that invoice is posted, oldest advance first, up to what the invoice owes. The printed quotation can show the advance received and the balance. If the deal falls through, the money stays as the customer’s credit to refund or apply elsewhere.

  • Advances tab on the quotation
  • Applied automatically when the invoice is posted
  • Advance received and balance on the printout
  • Refund or reuse the credit if the quote closes

Who it’s for

Businesses that run on Quotations.

Trading and distribution companies

Quote, confirm as a sales order, deliver and invoice from one record, with revisions as prices move.

Contractors and fit-out firms

Send a priced offer, take a deposit on acceptance, and invoice from the same quotation.

Agencies and professional services

Quote a scope, have the client sign electronically, and invoice directly with no order step.

Manufacturers and workshops

Revise quotes as specifications change, then convert the accepted version into an order.

Wholesalers selling to retailers

Share quotations on WhatsApp, where buyers already are, and chase the ones about to expire.

Questions

Asked about quotations.

What is quotation software?

Software for preparing, sending and tracking price quotes, then turning the accepted ones into orders and invoices without retyping. In Flowyana it is part of the Sales & Invoicing module.

Can I turn a quotation into a sales order or an invoice?

Yes. An open quotation becomes a sales order, or you can invoice it directly. Each quotation follows one path: a live order or a live invoice, never both. If you cancel that order or invoice, the quotation is free to be converted again.

How do quotation revisions work?

Create a new revision from the quotation. It gets the next revision number, the earlier version is marked revised, and a revision history tab lists every version so you can see what changed between offers.

Can I send a quotation by WhatsApp or email?

Yes. Share a quotation as a PDF by email, send it on WhatsApp, or copy a secure link the customer opens in their browser. This works for customers in India, the UAE, Saudi Arabia and anywhere else.

Can customers sign or accept a quotation electronically?

Yes, on Growth and Business plans. You send the quotation for e-signature, the customer signs on their phone or computer, and the quotation is marked accepted when signing is complete. Without e-signature you change the status yourself.

Can I take an advance or deposit against a quotation?

Yes. Record the payment on the quotation. It is kept as the customer’s credit and applied to the invoice when that invoice is posted. If the quotation is closed instead, you can refund it or apply it to any of their invoices.

Can I change a quotation after it has become an order?

No. Once a live sales order or invoice exists, the quotation’s lines are locked so the two cannot drift apart. Cancel the order or invoice to unlock them, or make the change on the order.

Does it show GST or VAT on quotations?

Yes. Tax is worked out per line from your tax rules and the customer’s location, so quotations show GST or VAT correctly for India, the UAE, Saudi Arabia and other countries.

Can quotations be in Arabic and English?

Yes. Quotation templates can print labels in Arabic and English together, with your logo and branding, from a choice of template designs.

Will it remind me about quotations that are about to expire?

Yes. A daily reminder lists draft and sent quotations whose valid-until date is close. A quotation ageing report also shows open quotes by age and how many have passed their date.

Does a quotation expire on its own?

No. The valid-until date shows on the quote and triggers a reminder, but the status only changes when you mark the quotation expired, rejected or lost.

One platform

Plays well with the rest.

Sales & Invoicing shares its records with every other module you switch on — no connectors, no re-typing.

Sales & InvoicingCRMLead ManagementDocumentsApprovalsAccountingSales & InvoicingAll features →

Put Quotations to work.

Tell us what your business runs. We’ll show you this module live — on its own or alongside the rest — and recommend the plan that fits.

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WhatsApp +91 97460 84243Call +91 97460 84243hello@flowyana.com