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Quotations (also called estimates or proforma invoices) allow you to provide pricing to customers before finalizing a sale. OptiFlow makes it easy to convert approved quotations into invoices.

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Overview

Quotation-to-invoice features:
  • Create detailed quotations with pricing and terms
  • Send quotations to customers for approval
  • Convert approved quotations to invoices with one click
  • Track quotation status (pending, approved, converted, cancelled)
  • Maintain link between quotation and resulting invoice

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Creating a Quotation

1

Navigate to Quotations

Go to Quotations → Create QuotationReference: QuotationController::create() in app/Http/Controllers/QuotationController.php:49The quotation form is similar to invoice creation with these differences:
  • No payment recording (quotations aren’t paid)
  • Document subtypes specific to quotations
  • Different document numbering sequence
2

Select Document Subtype

Choose quotation document type:
  • Standard quotation
  • Proforma invoice
  • Estimate
  • Budget
The system generates the quotation number (NCF) based on the selected subtype.
// Document subtypes filtered for quotations
$documentSubtypes = DocumentSubtype::query()
    ->active()
    ->forQuotation()  // Only quotation document types
    ->orderBy('name')
    ->get();
3

Select Customer

Search and select the customer contact:
  • Use searchable dropdown
  • Create new contact if needed
  • Customer information will transfer to invoice when converted
4

Add Quotation Items

Add products and services:
  1. Search Products: Find items to quote
  2. Set Quantities: Enter proposed quantities
  3. Adjust Pricing: Modify unit prices for quotations (e.g., discounted pricing)
  4. Add Discounts: Line-level or quote-wide discounts
  5. Configure Taxes: Select applicable taxes
Pricing in quotations can differ from standard product prices. This allows you to offer special pricing or negotiate with customers.
5

Set Quotation Details

Configure quotation information:
  • Issue Date: Quotation date (defaults to today)
  • Valid Until: Expiration date for quoted pricing
  • Payment Terms: Proposed payment terms
  • Notes: Quote-specific terms, conditions, or instructions
Clearly state the quotation validity period. Standard practice is 30 days, but adjust based on your business needs and price volatility.
6

Review Totals

Review the quotation summary:
  • Subtotal
  • Discounts
  • Taxes
  • Total quoted amount
Calculations match invoice logic for consistency.
7

Save Quotation

Click Create QuotationThe system:
  1. Creates quotation record with status Pending
  2. Creates quotation items with taxes
  3. Generates quotation number
  4. Updates document subtype numerator
  5. No stock deduction (stock is deducted only when converted to invoice)
Reference: CreateQuotationAction (similar structure to CreateInvoiceAction)

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Quotation Statuses

Quotations progress through these statuses:
StatusDescriptionNext Actions
PendingAwaiting customer responseSend to customer, Convert, Edit, Cancel
ApprovedCustomer acceptedConvert to Invoice
ConvertedAlready converted to invoiceView only
CancelledQuotation cancelledArchive only
ExpiredPast valid until dateRenew or Cancel
Reference: QuotationStatus enum

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Sending Quotations to Customers

After creating a quotation:
1

Generate PDF

  1. Navigate to quotation detail page
  2. Click Download PDF or Preview PDF
  3. System generates formatted quotation document
2

Send to Customer

Options for sending:Email (Recommended):
  • Click Send via Email
  • Email template pre-fills with quotation details
  • PDF automatically attached
  • Track when email was sent
Manual Delivery:
  • Download PDF
  • Print and hand deliver, or
  • Attach to your own email client
Customer Portal (if enabled):
  • Customer can view in their portal
  • Direct link provided
  • Customer can accept online

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Converting Quotations to Invoices

When customer approves the quotation:
1

Open Quotation

Navigate to the approved quotation detail page
2

Click Convert to Invoice

Click the Convert to Invoice buttonReference: ConvertQuotationToInvoiceController in app/Http/Controllers/ConvertQuotationToInvoiceController.php:16
public function __invoke(Quotation $quotation): RedirectResponse
{
    // Validation checks
    if ($quotation->status === QuotationStatus::Converted) {
        return redirect()->back()
            ->with('error', 'La cotización ya ha sido convertida a factura.');
    }
    
    if ($quotation->status === QuotationStatus::Cancelled) {
        return redirect()->back()
            ->with('error', 'No se puede convertir una cotización cancelada.');
    }
    
    return redirect()->route('invoices.create-from-quotation', $quotation);
}
You cannot convert a quotation that:
  • Has already been converted
  • Is cancelled
  • Is expired (must renew first)
3

Review Pre-filled Invoice

The invoice creation form opens with data from the quotation:Transferred Data:
  • ✅ Customer contact
  • ✅ All line items (products, quantities, prices)
  • ✅ Discounts
  • ✅ Tax configurations
  • ✅ Notes and terms
  • ✅ Salesmen assignments
New Data Required:
  • Invoice document subtype (quotation type doesn’t apply)
  • Invoice number (NCF)
  • Issue date (defaults to today)
  • Due date
  • Payment information (if collecting immediately)
The invoice form is pre-filled but fully editable. You can adjust quantities, pricing, or items before creating the invoice.
4

Adjust If Needed

Make any necessary changes:
  • Modify quantities if partial delivery
  • Update pricing if changed from quote
  • Add or remove items
  • Adjust payment terms
5

Create Invoice

Click Create InvoiceThe system:
  1. Creates the invoice with all items
  2. Updates quotation status to Converted
  3. Links invoice to quotation (for tracking)
  4. Deducts stock for products with inventory tracking
  5. Creates payment record if payment was collected
// From CreateInvoiceAction
if (! empty($data['quotation_id'])) {
    Quotation::query()
        ->where('id', $data['quotation_id'])
        ->update(['status' => QuotationStatus::Converted]);
}
6

View Invoice

You’re redirected to the new invoice detail page.The invoice shows:
  • Link to original quotation
  • “Created from Quotation #XXX” notation
  • All invoice details and payment options

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What Data Transfers

When converting a quotation to an invoice:

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Data That Transfers

✅ Contact Information: Customer and all contact details ✅ Line Items:
  • Products
  • Quantities
  • Unit prices (from quotation, not current product price)
  • Descriptions
✅ Discounts:
  • Line-level discounts
  • Discount amounts and percentages
✅ Taxes:
  • Tax selections per line item
  • Tax rates (captured at quotation time)
✅ Notes: Terms, conditions, and additional information ✅ Salesmen: Assigned salespeople

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Data That Doesn’t Transfer

❌ Document Number: New invoice number generated ❌ Document Type: Must select invoice document subtype ❌ Dates: New issue date and due date ❌ Status: Invoice starts as PendingPayment ❌ Quotation-Specific Data: Valid until date, quotation status

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Handling Modifications

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Partial Conversion

Scenario: Customer approves only part of the quotation Solution:
  1. Convert the quotation to invoice
  2. In the pre-filled invoice form, remove or adjust items
  3. Reduce quantities as needed
  4. Save the invoice
  5. The original quotation remains marked as “Converted”
Currently, OptiFlow marks the entire quotation as converted even if you only invoiced part of it. Consider adding notes to track partial conversions.

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Price Changes After Quotation

Scenario: Product prices changed since quotation was issued Behavior:
  • Quotation prices are preserved during conversion
  • Invoice uses the quoted prices, not current product prices
To Use Current Prices:
  1. Manually update unit prices in the invoice form before saving
  2. Or create a fresh invoice instead of converting

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Customer Requests Changes

Scenario: Customer wants modifications to the quotation Options: Option 1: Edit Quotation (if not yet converted)
  1. Edit the quotation
  2. Update items, quantities, or pricing
  3. Regenerate and resend PDF
  4. Convert when approved
Option 2: Create New Quotation
  1. Create new quotation version
  2. Reference original quotation number in notes
  3. Cancel old quotation
  4. Convert new quotation when approved

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Quotation to Invoice Tracking

From Quotation:
  1. Open quotation detail page
  2. If converted, see “Converted to Invoice #XXX” link
  3. Click to view the resulting invoice
From Invoice:
  1. Open invoice detail page
  2. If created from quotation, see “Created from Quotation #XXX”
  3. Click to view the original quotation

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Reporting

Track quotation conversion rates:
  1. Navigate to Reports → Sales Reports → Quotation Analysis
  2. View:
    • Total quotations issued
    • Conversion rate (quotations → invoices)
    • Average time to conversion
    • Quotations by status
    • Win/loss analysis

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Quotation Best Practices

Clear Validity Periods: Always set a “Valid Until” date. This creates urgency and protects you from old pricing commitments.
Detailed Line Items: Be specific with product descriptions in quotations. This reduces confusion during conversion.
Include Terms: Add payment terms, delivery timeframes, and conditions in the notes section.
Version Control: If creating multiple quote versions for a customer, use reference numbers like “Q-001-v1”, “Q-001-v2” in the notes.
Follow Up: Track quotation follow-ups using tasks or comments. Set reminders to contact customers before quotations expire.

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Common Scenarios

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Scenario 1: Standard Sales Quote

1

Customer Inquiry

Customer asks for pricing on 10 items
2

Create Quotation

  • Add all 10 products
  • Apply any volume discounts
  • Set 30-day validity
  • Include payment terms (Net 30)
3

Send to Customer

Email PDF quotation
4

Customer Approves

Customer sends approval email/PO
5

Convert to Invoice

Click “Convert to Invoice” Review and create invoice
6

Fulfill Order

Process the order and deliver goods Record payment when received

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Scenario 2: Project Estimate

1

Create Detailed Quotation

  • Multiple line items for different project phases
  • Service items and product items
  • Milestone-based pricing
2

Customer Negotiates

Create revised quotation with adjustments
3

Partial Conversion

Convert first milestone to invoice Keep quotation for reference on remaining work

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Scenario 3: Recurring Service Quote

1

Create Template Quotation

Monthly service quotation with standard items
2

Monthly Conversion

Each month, convert to invoice for that period
3

Price Adjustments

Update quotation when prices change Notify customer before next conversion

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Troubleshooting

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Cannot Convert Quotation

Error: “La cotización ya ha sido convertida a factura” Cause: Quotation was already converted Solution:
  • View the quotation to find the link to the existing invoice
  • Or create a new invoice manually if you need another invoice from the same items

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Quotation Status Not Updating

Problem: Created invoice but quotation still shows “Pending” Cause: Invoice wasn’t created through the conversion workflow Solution:
  • Manually update quotation status to “Converted” if needed
  • Or add a note linking to the related invoice

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Stock Deducted Twice

Problem: Stock was deducted when quotation was created Investigation: Quotations should NOT deduct stock. Check stock movement history. Solution: If stock was incorrectly deducted, create a stock adjustment to add it back.

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Advanced Features

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Quotation Approval Workflow

For organizations requiring approval:
  1. Set up automation: “Quotation Created” → “Notify Manager”
  2. Manager reviews and approves in system
  3. Only approved quotations can be sent to customers
  4. Track approval history in activity log

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Quotation Templates

For frequently quoted item sets:
  1. Create a “template” quotation
  2. Clone it for new customers
  3. Adjust customer-specific details
  4. Saves time on complex quotations

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