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Creating and Managing Quotes

"How much would Luna's surgery cost?" A quote lets you answer in writing, with items and validity, without committing stock or creating a sale. When the client says yes, one action converts the quote into a real sale — items, participants, and stock behavior included.

Before You Begin​

  • Products and services must be in the catalog with prices.
  • Client and patient should be registered if the quote is for a specific animal.

Where Quotes Live​

From the main dashboard, click Sales → Quotes. The explorer lists your quotes with number, status, and validity; New quote starts a fresh one.

The Life of a Quote​

A quote moves through clear states — think of it as a timeline:

StatusMeaningWhat you can do
DraftBeing assembledEdit everything, then issue
IssuedDelivered to the client, frozenRegister acceptance or rejection, revise, cancel
AcceptedClient said yesConvert to sale while valid
RejectedClient declinedKeep for history
ExpiredValidity date passedCreate a revision with fresh validity
CancelledWithdrawn by youKeep for history

Creating the Draft​

  1. Click New quote.
  2. Select the Client and, when applicable, the Animal.
  3. Search products and services and add the items, adjusting quantity, unit price, and discount. Discounts and price changes work like at the point of sale.
  4. Check Valid until — Veetz proposes a validity of seven days, which you can change.
  5. Add Quote notes if the client needs context ("price valid for the pre-surgical exams described").
  6. Click Save. While offline, the screen confirms: "Quote saved on this device."
A quote never touches stock

Quoting 10 bags of food neither consumes nor reserves anything. Stock commitment happens only in the sale, after conversion, following each item's policy. See Products, Services, Prices and Stock Behavior.

Issuing​

When the draft is ready, use the Issue quote action in the save button menu. At least one item is required — "Add at least one item before issuing the quote."

From this moment the quote is frozen. As the screen explains: "Issued quotes are immutable. Enter a revision reason and use Create revision to edit a copied snapshot." That immutability is what makes the document trustworthy — what the client received is exactly what the record shows.

Revising​

The client wants the same quote without the optional exam? Don't fight the frozen version:

  1. Type the reason in the revision reason field.
  2. Use Create revision.
  3. Edit the new revision — it starts as a copy — and issue it again.

The Revision history keeps every revision, its author, and its reason. The quote number stays the same; the revision number advances.

Registering the Client's Decision​

With the quote issued and within validity:

  • Register acceptance — fill in the Acceptance method (how the client said yes: "signed in person", "confirmed by phone") and, optionally, Acceptance evidence. The record keeps who registered it and when.
  • Register rejection — when the client declines; confirm the question shown.
  • Cancel quote — when your side withdraws the offer.
  • Mark expired — available once the validity date has passed.

Converting into a Sale​

An Accepted quote within validity shows the Convert to sale action:

  1. Click Convert to sale.
  2. If you are offline, the conversion is queued — "Conversion queued. The sale will open after synchronization." Just keep working; nothing needs repeating.
  3. When conversion completes, use Open converted sale to jump to the new sale.

After converting, review the sale: items and values came from the accepted revision, the sale shows its originating quote, and now — as a sale — stock policies and executions apply. Walk through participants and stock as you would for any sale.

Convert once

The conversion action queues a single sale. If the button gave way to a queued state, the work is done — do not look for ways to trigger it again. The sale opens by itself after synchronization.

Common Problems​

  • Convert to sale is not shown: The quote must be Accepted and within validity. An expired acceptance needs a new revision and a new acceptance.
  • Cannot edit an issued quote: By design. Create a revision with a reason.
  • "This quote changed elsewhere. Reload the current Version before retrying": A colleague acted on the same quote. Click Reload, review, and repeat only what is still needed.

Next Steps​

If you encounter any difficulties during this process, do not hesitate to contact our support.