Quotes
Overview
A quote is a price proposal for a customer. Unlike an order, it doesn't commit inventory: it's for quoting before closing the sale. Each quote has a validity (how long the price is honored) and, when the customer accepts it, you convert it into an order with the quoted prices.
The lifecycle is: Draft → Sent → Accepted / Rejected, with Converted when it becomes an order. A quote whose validity date has passed is marked as Expired.
How to Access
- In Aurora Ventas, open Quotes in the left rail (
/sales/quotes). - To create one, use New quote. Also from a contact's profile (see Sales in the contact profile).
Interface Overview
The quotes list includes:
- Search by number, customer, or reference.
- Validity tabs: All, Valid, Expired.
- Indicator strip: Open (in open quotes), Expiring (open ones that expire in the coming days), and Quoted this month.
- Table with: Quote, Customer, Status, Validity (expiration date with a whisper like "in 3 days" / "expires today" / "2 days ago"), Date, and Total.
Expired quotes are shown dimmed; rejected or converted ones stay marked. Click a row to open the detail.
Quote statuses
| Status | What it means |
|---|---|
| Draft | Being captured, not sent yet. |
| Sent | Shared with the customer, awaiting a response. |
| Accepted | The customer accepted. |
| Rejected | The customer declined. It's final. |
| Converted | It was turned into an order. |
| Expired | Its validity date passed (overlays the live status). |
Features & Actions
Create a quote
What it does: Builds a price proposal. Doesn't affect your inventory.
Steps:
- Click New quote.
- Choose the Customer (registered contact, required).
- Add products just like in an order: search by name or SKU, set quantity, price, discount, and tax. You can also use free-form lines.
- Define the validity in Valid until — Aurora tells you when it expires ("Expires in N days"). If you leave it without a date, the quote doesn't expire.
- Optionally enter the Customer reference / PO (for example, PO-2026-0481).
- Add Terms and conditions (shown to the customer) and Internal notes (only for your team).
- Save with Save draft, or mark it as sent when you share it.
Important notes:
- A quote doesn't set aside inventory; you can quote even if there's no stock.
- Terms are preloaded from your document settings and are editable in each quote.
Change the status
What it does: Reflects the customer's response.
Steps:
- In the detail, use the corresponding button:
- Mark as sent — when you share it.
- Mark as accepted — when the customer accepts.
- Mark as rejected — when they decline (final: it can no longer be sent, accepted, or converted).
- Each change asks for confirmation and can't be undone.
Convert to order
What it does: Creates a new order draft with the quoted prices and marks the quote as Converted.
Steps:
- In the detail, click Convert to order.
- Confirm. Aurora creates the order with the same lines and prices; the quote is marked as converted with a View order link.
Important notes: You can convert even an expired quote — Aurora warns you, but lets you continue keeping the quoted prices.
Edit a quote
What it does: Adjusts lines, validity, or terms.
Steps:
- In the detail, click Edit.
- Change what's needed and save. If you'd already sent it, share it with the customer again.
Download the PDF
What it does: Generates the quote document with your branding to share.
Steps:
- In the detail, use Download PDF.
- The design and the texts come from your document settings, including the validity date.
Fields Reference
| Field | Description |
|---|---|
| Valid until | Date until which the price is honored (validity). Optional |
| Reference / PO | Customer reference or purchase order. Optional |
| Terms and conditions | Text visible to the customer in the document |
| Internal notes | Text only for your team; doesn't appear on the quote |
FAQ
Q: Does the quote deduct inventory? A: No. Only the order affects inventory, and only when confirmed. Converting the quote creates an order in draft, which still deducts nothing.
Q: Can I convert an expired quote? A: Yes. Aurora warns you that it has expired, but lets you convert it keeping the prices.
Q: What is the "Customer reference / PO"? A: A free-form field to note the purchase order or reference the customer gave you; it travels with the quote and appears in the list and the document.
Q: Can I keep editing a sent quote? A: Yes, but it's a good idea to share it with the customer again so they see the updated version.