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Sales / Quotations
Quotes approved in-house, answered by customers online
Build quotations with automatic numbers, grouped line items and clear VAT. Discounts above the limit go for approval; the customer gets a PDF or link and presses Accept, Reject or Request change, then you turn it into an order.
The problem
Quotes live in Excel and you never learn what the customer thinks
Each salesperson has their own template, quote numbers are typed by hand and discounts are improvised. Once the PDF is emailed it is lost: did they open it, agree, and who had to approve the price?
- Discounts go too far because there are no clear tiers or approvers.
- Customers ask for changes in scattered messages and the new version overwrites the old.
- A won quotation gets retyped into an order, which invites mistakes.
How hOne solves it
One quotation, one path from draft to order
The quotation pulls products from the catalog, computes VAT and discount, and numbers itself by your rule. Discounts over the limit run through approval automatically. The customer opens the public link or PDF and replies; the status updates in your list.
Key capabilities
Build the quotation
Pick customer, contact and validity. Add lines from the catalog (search by name or SKU) or type them in, with per-line discount and VAT. Group lines and drag to reorder.
Numbering and statuses
In Quotation settings set prefix, number length and reset cycle; create your own statuses; choose whether unit prices are entered before or including VAT, applied to PDF, email and public link.
Tiered discount approval
Define tiers by discount % and amount, each with an action: Auto approve, Needs approval or Auto reject. Approvers can be the direct manager, team lead, a role or specific people.
Send by email or PDF
Send to customer opens a form with email template, recipients, CC and PDF attachment, with preview. Sent emails are logged on the quotation.
Public link for the customer
The customer views the quotation and PDF without an account, then presses Accept, Reject (with a reason) or Request change. The link expires and you can revoke it anytime.
Convert to order or contract
Select some or all lines and press Create order, with an expected delivery date. You can also create a contract or proposal from the quotation.
Assignment and history
Assign several staff to a quotation with their own roles (Sales, Technical...). Changes are logged, and you can copy a quotation into a new one in one action.
In the product
How it works
Draft
Pick the customer, add product lines, set discount and VAT, choose the PDF template.
Approve the price
A discount over the limit creates a discount request; the approver accepts or rejects it and can apply the new price to the quotation.
Send and wait
Email it with the PDF or send the public link. The customer's reply shows in the list.
Close
When the customer agrees, create the order, contract or proposal from the same quotation.
A real workflow
Quotation for 60 desk sets for Company ABC
Lan wants a 12% discount to keep the customer, above the auto-approve limit.
- LanBuilds the quotation from the catalog, groups items under Desks and Chairs, adds a 12% discount.
- DirectorGets the discount request under Waiting for my price approval, approves it and applies the new price.
- LanSends it by email with the PDF and the public link.
- Company ABCOpens the link and presses Request change: add 4 meeting chairs.
- LanUpdates the quotation, the customer presses Accept, and she clicks Create order.
Connects with the rest of hOne
CustomersThe quotation takes its customer and contact from the customer profile.ProductsLines take products, price types and tax from the product catalog.OrdersA won quotation becomes an order carrying the selected lines.ProposalsCreate a proposal from the quotation when you need a fuller presentation.TemplatesQuotation PDF and email templates come from the document template library.
Frequently asked questions
Does the customer need an account to view the quotation?
No. They open the public link or the PDF in the email. The link expires and you can revoke it; an expired link tells the customer to contact the sender.
What can the customer reply?
Three choices: Accept, Reject (with a reason) or Request change. They can update or cancel a change request they have sent.
How does discount approval work?
You define tiers by discount % and amount. A tier set to Auto approve passes immediately; Needs approval creates a request for the approver; Auto reject blocks it. Overdue requests can still be approved.
Can I check stock from a quotation?
Yes, once your company has connected an inventory system. The Check stock button shows what is in or out of stock for lines with an SKU.
More in this area: Sales & CRM
CustomersCustomer profiles, contacts, groups, Excel import, duplicate merge, sharing and handover.Sales pipelineStep-based opportunity board, department handover, price hiding per step, forecast and win rate.ProposalsSection-based proposals, multiple price options, branded PDF, internal approval, customer signing and comments.OrdersSales orders: price approval, customer confirmation by link, payments, stock-out, subscription renewals.ContractsSales and purchase contracts: approval and signing flows, customer link, renewals, payment schedules, scan import.ProductsCategories, variants, several price types, minimum-margin rules, Excel or WooCommerce import, AI descriptions.