Quotation Management
Create, send and manage professional quotations for customers
Quotations are the first step in the sales process, allowing businesses to propose prices and terms to customers before confirming orders. Odoo Sales provides powerful tools to create professional quotations with complete product information, pricing, discounts and terms.
Creating New Quotation
Process to create a new quotation in Odoo Sales:
Steps
1. Go to Sales → Orders → Quotations
2. Click "New" button to create new quotation
3. Select Customer - system auto-fills related information
4. Check Order Date - defaults to current date
5. Set Expiration - validity period of quotation
6. Choose appropriate Pricelist for customer
7. Confirm Salesperson and Sales Team
8. Add products to Order Lines
9. Click Save to save quotation
Basic Information on Quotation
Important Fields
| Field | Description | Notes |
|---|---|---|
| Customer | Customer receiving quotation | Required, auto-fills address and pricelist |
| Order Date | Order creation date | Defaults to current date |
| Expiration | Quotation validity period | Usually 7-30 days depending on policy |
| Pricelist | Applied pricelist | Affects product prices |
| Payment Terms | Payment terms | Example: 30 days, immediate |
| Salesperson | Responsible person | Defaults to creator |
| Sales Team | Sales team | Used for reporting and analysis |
| Customer Reference | Customer reference code | Optional, provided by customer |
Adding Product Lines
In the Order Lines section, you can add products to the quotation:
Steps
1. Click "Add a product" in Order Lines table
2. Select product from list or search
3. Enter Quantity to sell
4. Check Unit Price - automatic from pricelist
5. Enter Discount if applicable - in percentage
6. Select Taxes applicable to product
7. View Description - product description for customer
8. Repeat for other products
Using Sections and Notes
To make quotations more readable and professional, you can add Sections and Notes:
Key points
• Section: Group related products together (e.g., "Hardware", "Software", "Services")
• Subsection: Further divide within a Section
• Note: Add notes, descriptions or special terms for customer
Steps
1. In Order Lines, click dropdown menu next to "Add a product"
2. Select "Add a section" to add group heading
3. Select "Add a note" to add text note
4. Drag and drop to reorder lines
5. Sections and Notes appear on quotation PDF
Discounts on Quotation
Odoo Sales supports multiple ways to apply discounts:
Key points
• Line-level discount: Enter discount percentage directly on each product line
• Pricelist discount: Automatically applied according to pricelist rules
• Order-level discount: Use wizard to apply discount to entire order
Steps
1. Enable Discount feature: Settings → Sales → Pricing → Discounts
2. On each product line, enter percentage in Discount column
3. Discounted price calculated automatically
4. Discount clearly displayed on quotation PDF
Sending Quotation to Customer
After completing quotation, you can send to customer in multiple ways:
Steps
1. Click "Send by Email" button on quotation
2. System opens email compose window with default template
3. Check Recipients - customer email
4. Review email content and attached PDF
5. Customize email content if needed
6. Click "Send" to send email
7. Quotation status changes to "Quotation Sent"
Printing Quotation PDF
Besides sending email, you can print or download quotation PDF:
Steps
1. Open quotation to print
2. Click "Print" button on toolbar
3. Select "Quotation / Order" from menu
4. System generates PDF with complete information
5. Download or print directly
Sharing via Portal
Customers can access quotations online via Customer Portal:
Key points
• Customer receives link in quotation email
• Login to portal with their account
• View quotation details, products, prices
• Download quotation PDF
• Sign confirmation online (if required)
• Pay online (if required)
• Send messages to salesperson
Quotation Status
Quotation Statuses
| Status | Meaning | Next Action |
|---|---|---|
| Quotation | Draft quotation | Complete and send to customer |
| Quotation Sent | Sent to customer | Wait for response or confirmation |
| Sales Order | Confirmed to order | Process delivery and invoice |
| Cancelled | Cancelled | No further processing |
Using Quotation Templates
Quotation Templates help create quotations quickly for recurring cases:
Steps
1. Go to Configuration → Quotation Templates
2. Create new template with descriptive name
3. Add sample products, sections, notes
4. Set default terms and conditions
5. Save template
6. When creating new quotation, select template from "Quotation Template" field
7. System auto-fills product lines from template
Confirming Quotation to Order
When customer agrees with quotation, you can confirm to sales order:
Steps
1. Open completed quotation
2. Click "Confirm" button on toolbar
3. System changes status from "Quotation" to "Sales Order"
4. Order number generated automatically (e.g., SO001)
5. Order ready for next steps (delivery, invoice)
Best Practices
Steps
1. Always check correct pricelist before adding products
2. Use sections to group products by category or phase
3. Add notes to explain special terms
4. Set reasonable validity period (usually 7-30 days)
5. Carefully check customer information and delivery address
6. Use templates for recurring quotations
7. Track sent quotations without response
8. Update quotation status promptly
Handling Common Situations
Situations and Solutions
| Situation | Solution |
|---|---|
| Customer requests price change | Create new quotation version or apply discount |
| Quotation expired | Extend by updating Expiration field |
| Customer did not receive email | Check customer email, resend or share portal link |
| Need to add products after sending | Create new version or edit if not confirmed |
| Product price incorrect | Check pricelist, unit of measure and update |
Integration with CRM
If using CRM module, you can create quotations directly from Opportunity:
Steps
1. Open Opportunity in CRM
2. Click "New Quotation" button
3. System creates quotation with information from Opportunity
4. Customer, salesperson auto-filled
5. Add products and complete quotation
6. Quotation linked to Opportunity