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Create and send a quotation

Step by step to create a quotation in contable.io, send it to the customer and convert it to an invoice on approval.

Updated: April 5, 2026

A quotation in contable.io is created in under a minute. The flow is the same as a sales invoice, but without affecting inventory or accounting until it’s approved and converted.

Before you start

Make sure you have:

  • The customer created in Contacts (or create on the fly from the form).
  • The products you’ll quote registered in Inventory.
  • Your price list (optional) configured if you handle differential pricing.

Step 1: Create the quotation

  1. Go to Sales → Quotations → + New quotation.
  2. Pick the customer. If they don’t exist, create from + New.
  3. Enter issue date (defaults to today) and validity date (defaults to 30 days).
  4. Add products one by one from the search. Each line lets you edit quantity, unit price and discount.
  5. Review subtotal, taxes and total in the right panel.

If the customer has an assigned price list, prices apply automatically when you select them.

Step 2: Customize (optional)

Before sending you can:

  • Add customer notes (payment terms, lead time, warranty).
  • Attach files (datasheets, blueprints, images).
  • Change the PDF visual template.
  • Mark as priority to surface it at the top of your follow-up list.

Step 3: Send to the customer

Tap Save and send. The system offers three channels:

  1. Email: sends the PDF as attachment to the customer’s email.
  2. WhatsApp: opens WhatsApp Web/mobile with a pre-built message and the portal link.
  3. Copy link: get the portal link to paste anywhere.

Once sent, the state changes to Sent and automatic tracking starts: the system marks when the customer opens the link.

Step 4: Version on changes

If the customer asks for adjustments —change quantities, add products, discount—:

  1. Open the quotation and tap Create new version.
  2. Edit what’s needed.
  3. The previous version is archived and queryable. The new version is active.

Each version has its own portal link. Only share the latest one with the customer.

Step 5: Approve and convert to invoice

When the customer approves (from the portal or you mark it manually):

  1. The quotation moves to Approved.
  2. The Convert to invoice button appears.
  3. On tap, contable.io creates a draft sales invoice with all data copied (customer, products, prices, taxes).
  4. Review the invoice, adjust what’s missing (payment method, dates) and confirm it.

On confirming the invoice, inventory is drawn and the journal entry is generated. The quotation stays linked to the invoice for traceability.

Auto-expiry

If the validity date passes without approval, the quotation moves to Expired automatically. You can:

  • Reopen it by creating a new version with extended dates.
  • Leave it expired if the customer dropped off.

See also

Related articles

Introduction to QuotationsWhat quotations are in contable.io, when to use them and how they convert into sales invoices.How to create a sales invoiceStep-by-step guide to creating and managing sales invoices in contable.io.Create and manage customersHow to create, edit and organize your customers in contable.io.