Quotations

Both products

What it is for

Quotations builds sales proposals from a template and the catalog (products, services and projects), publishes them at a public link the client opens without signing in and records everything that happens next: how many times they opened it, what they read, what they commented and whether they accepted it, requested changes or rejected it. With those signals the AI estimates the close probability.

Each quotation moves the associated lead through the sales pipeline on its own.

How to get there

Sidebar → Sales → Quotes · app.growtek.io/en/quotations

Also with Create → New quote in the sidebar, or from a sales pipeline lead with Create proposal.

note

The quotations module needs the Sales Pipeline module active in the workspace.

The screen in detail

The list

1. Key metrics:
   • In play: value of drafts and open quotations (sent, viewed or with changes requested).
   • Won: value of accepted ones, with the close rate (accepted over accepted + rejected) and the average days to decision.
   • Hot: open ones with a high close probability according to the AI.
   • Expiring soon: open ones expiring within 7 days.
2. Filter bar: search (number, client or company), Status, Sales rep (only if you see all quotations), the My quotations, Hot and Expiring soon shortcuts, the date filter (Created, Sent, Decided, Expires), Sort and the switch between table and cards.
3. Buttons: Templates (only if you manage templates) and New quotation.
4. Table with the columns Number, Client, Sales rep, Status, Total, AI close, Views, Expires and Last activity.

Quotation statuses

Status	What it means
Pending	Created by the AI from a prospection, with no content. Completed with Complete quotation.
Draft	Not sent yet. New and duplicated quotations start like this.
Sent	Sent through any channel. Requires a published version.
Viewed	The client opened the link for the first time.
Changes requested	The client clicked Request changes. Publishing a new version returns it to Sent.
Accepted	The client accepted it. It is locked: it cannot be edited and allows no new versions.
Rejected	The client rejected it.
Expired	The expiration date passed while it was sent, viewed or had changes requested.
Closed	Closed manually as won or lost from the sales pipeline.
Archived	It was archived: it leaves the list and the link stops working.

The detail

When you open a quotation, the This quotation submenu has four entries: Summary, Preview, Activity and Settings.

• Header: number and version selector (vN), client, total, the progress bar (Draft → Sent → Viewed by client → Decision), the main button (it changes with the status: Edit products, Send, Copy link or Complete quotation) and the More actions menu (⋯).
• Summary, from top to bottom: the The client requested changes notice (if applicable), total, validity and sales rep; the Signatures panel; the Close probability card; Products and prices; What's left before sending; Client comments and Versions.

The More actions menu includes, depending on the status and your permissions: View preview, Edit products and prices, Send to client, Copy link, Open as the client sees it, Duplicate, Download PDF and Archive.

What you can do

Create a quotation

1. Click New quotation.
2. Proposal step: search for and choose the Client and select a Template. Click Next.
3. Catalog step: tap the products, services or projects you want to quote (they appear at the top in Selected). Click Next.
4. Prices step: adjust quantities, prices and discounts, and optionally write the Notes for the client.
5. Click Create quote. The summary of the new quotation opens, in Draft.

• The client and the template are required. Without available templates you cannot quote: an administrator has to create one.
• The currency and the validity come from the template; they are changed later in Settings.
• In the Catalog step only the types (Products, Services, Projects) whose module is active and that you can see appear. "To be quoted" services ask you to enter the price; projects show their range.
• If you can see all quotations, you choose the Sales rep in the first step. With Automatic, it goes to the lead's owner, then the client's sales rep and, if there is none, whoever creates it.

Create a quotation from a lead

1. Open Pipelines → Sales, click the lead's card and click Open lead.
2. Click Create proposal in the header (or in the Quote section).
3. In Proposal the client is already set: choose the Template.
4. In Catalog choose the items; the Suggested for this client appear at the top.
5. In Prices make adjustments and click Create quote.

If you don't add anything, the quotation starts with the lead's items of interest. If the lead already has a quotation, the header shows View quote instead of Create proposal.

Sign, publish and send

The What's left before sending list in the Summary guides the steps: Add products and prices, Publish the quotation and Send it to the client.

1. In Summary, click Publish. The version is published and is no longer modified.
2. If the template has the signature section, sign as the sales advisor in the Signatures panel (Use my saved signature or draw it). Without that signature it cannot be sent.
3. Click Send to open Send quotation.
4. Choose the channel: Link, Email or WhatsApp. For Email or WhatsApp, check the recipient.
5. Check the Document language (Spanish or English).
6. If you want, write a Message (optional).
7. Click Generate public link, Mark as sent (Email) or Mark and open WhatsApp.
8. Copy the link or click Open in WhatsApp, and finish with Done.

How to verify: the quotation moves to Sent; when the client opens it, to Viewed. From then on the main button is Copy link.

• With Email, the email goes out with the company name as the sender and the sales rep's email as the reply-to; it includes the View proposal button and the validity date. If the email fails, the quotation is still marked as sent and you can share the link manually.
• With Link or WhatsApp no email is sent, but the quotation is marked as sent.
• The link is also in Settings → Client link and in More actions → Copy link.

Edit and work with versions

1. In Summary, Products and prices panel, click Edit products and prices (if the client already sees it, the button says Edit (creates a new version)).
2. Adjust quantities, prices, discounts and notes.
3. Click Save changes, or Save and publish if the quotation was already published: the client sees the new version at the same link.

• A published version is not modified: changes create a new version (v2, v3…). There is only one draft at a time.
• The vN selector marks the published version with Client sees it and the one being edited with Draft. The Versions panel lets you Create new version or Continue editing vN.
• Publishing a new version does not resend the email.
• The section structure is set by the template: in the quotation you edit the content, but you cannot add or reorder sections.
• Accepted, Closed or Archived quotations cannot be edited: use Duplicate if you need another one.

What the client sees at the link

To see it as the client does, use More actions → Open as the client sees it.

• The client opens it without signing in, can Download PDF and switch between View as document and View in mobile format.
• Accept proposal: if the template has the Acceptance and signature section, they sign (Draw or Type), enter the Signer's name and check I accept this quotation. Otherwise, the name is optional. They confirm with Confirm acceptance.
• Request changes: they write a Message and click Send request. The quotation moves to Changes requested.
• Reject: they leave a Reason (optional) and click Confirm rejection.
• Comment on each section.
• If there are several published versions, they see a notice to switch to the current one. The decision buttons only appear on the current version and disappear once they have decided.
• If you turned on Require a password to view it, they have to enter the password first (Protected quotation).

What the link records

The link tells the client that their activity is recorded. Each signature stores the date, IP, device and a fingerprint of the version's content.

Reply to client comments

Comments arrive in the Client comments panel of the Summary and notify you (the assigned sales rep or, if there is none, whoever created it). On each comment you can Reply, Mark as resolved (or Reopen comment) and Hide from client (or Show to client).

Download the PDF

1. Open More actions (⋯) and choose Download PDF.
2. For the PDF of a specific version, go to Preview, choose the version and click Download PDF.

• Each published version has its PDF, letter size, with the same pages the client sees (signatures included). An unpublished draft has no PDF.
• It is generated in the background when publishing. If it says it is being generated, wait a few seconds. It is regenerated if you change the document language.

View the activity and the close probability

In Activity you see Times opened, First opened, Last opened, the History by day (created, published, sent, opened, commented, accepted…) and, in Detailed analytics, which sections they read, for how long and the Close prediction (AI).

The close probability (Summary card and AI close column) is estimated by the AI with the workspace's model from signals such as how many times they opened it, how long they read it, whether they reached the end, whether they commented or requested changes, or how many days it has gone without being opened. It also shows a suggested Next action.

Probability	Level
70 or more	Hot
40 to 69	Warm
Less than 40	Cold

• It is recalculated when the client views it, comments, requests changes or decides. An accepted one is worth 100 and a rejected one 0.
• There is no probability before sending it, nor if the workspace has no AI key.
• When a quotation turns hot, the sales rep receives a notification.

Change a quotation's settings

1. In the This quotation submenu, click Settings.
2. Turn Notify me when the client opens it and Track when and how much they read on or off.
3. To protect it, turn on Require a password to view it, enter the password (at least 4 characters) and click Save password.
4. In Advanced settings change Currency, Expires on or Internal notes and click Save settings (or Save and publish if the client already sees it: a new version is created and published).

Internal notes are only visible to your team.

The document language

The quotation, its PDF and the email reach the client in the Document language (Spanish or English). With Automatic it is decided like this:

1. The language of the prospecting campaign that brought in the contact.
2. The workspace's default language.
3. Spanish.

It is set manually in Settings → Document language or when sending. Your app stays in your language.

The quotation's brand

Each quotation takes the brand (logo) of the template it was created with; if the template has none, it uses the workspace's. Later changes to the template do not affect quotations already created.

Duplicate or archive

In More actions: Duplicate creates a draft copy and opens it; Archive asks you to confirm in Archive this quotation?. An archived quotation no longer appears in the list and the client can no longer open it.

How the lead moves

Quotation event	The lead moves to
The draft is created	Preparing proposal
It is sent	Proposal Sent
The client requests changes	Negotiation
It is accepted or closed as won	Closed-Won
It is rejected or closed as lost	Closed-Lost

The lead only moves forward, never back. Once accepted, the contact becomes a Customer.

Required permissions

Action	Permission
View the module, the detail, versions, activity and download the PDF	quote.read
View all quotations and choose the sales rep	quote.viewAll
Create and Duplicate	quote.create
Edit, publish, sign, send, change settings and reply to comments	quote.update
Archive	quote.delete
Manage templates	quote.createTemplate · quote.updateTemplate · quote.deleteTemplate

Without quote.viewAll you only see the quotations you created or where you are listed as the sales rep.

FAQ

It won't let me send the quotation. First there has to be a published version and, if the template has a signature section, your signature as the sales advisor (Sign the quotation before sending it.).

I edited the quotation: does the client get another email? No. They see the new version at the same link; if you want to let them know, share the link again.

The client says the link won't open. Check that the quotation is not archived and, if it has a password, that the client has it.

Why can't I see the close probability? It only appears once the quotation is sent and the client starts viewing it, and it needs an AI key in the workspace.