Creating and Sending a Quote

Quote sales documents in BoldSales are used to present pricing details and commercial terms to customers before finalizing a deal. These documents help sales teams share professional, structured quotes that include products, pricing, taxes, discounts, and approval requirements ensuring transparency and accuracy throughout the sales process.

This article guides you through the process of creating, sending, and tracking quote sales documents in BoldSales.

Before creating a quote, ensure the quote template has already been created and published.
For more details, refer to Creating and managing templates for sales documents

Accessing the Pipeline Record

To create and send a quote, first access the relevant pipeline record. The record must belong to the pipeline for which the quote template is configured.

To access the pipeline record:

1. Go to the Pipelines module from the left sidebar.
2. Select the pipeline configured for quote documents (usually Deals).
3. From the listing page, open the required record’s details page.

Creating a Quote Document

1. Navigate to the Sales Documents tab from the record’s details page.
2. The Quote listing page opens by default, then click
3. Choose a published quote template from the left pane.

Note
If the tax settings in the selected template do not match the taxes applied to the products in the record, a Tax mismatch dialog appears.

In the Tax mismatch: Template vs. Record’s Products dialog, you can choose which tax source to apply to the document:

• Taxes from template – Uses the taxes defined in the selected document template.
• Taxes from record’s Products tab – Uses the taxes applied to the products added under the Products tab of the record.

4. Click Continue to confirm your selection and proceed.

5. Click Use this template from the quote page.

6. The quote document is generated based on the selected template and pipeline record data.

7. To update line items, click Add or edit line items in the price table. This opens a drawer where you can add products, update quantities, prices, and discounts. After making the necessary changes, click the Save button.

8. To edit fields, click Edit Fields. This opens the Quote Details drawer for you to fill the Document Fields and Signature Fields.

Document Fields: The Document Fields section displays the fields configured for Quote. You can review and customize these fields as required for the document.

For a detailed explanation of all available document fields and how to configure them, visit Understanding system document fields.

Signature Fields: The Signature Fields section allows you to assign signers who are required to sign the document. These fields are available only when eSignature is enabled. The following signature fields will be displayed (based on the configuration):

• Assign signer for User 1 – Use this field to assign an internal user as a signer.
• Assign signer for Contact – Use this field to assign an external contact as a signer, such as the customer receiving the quote.

The below image shows how to create a document.

The User and Contact fields appear only when they are selected while creating the template.

9. Click

Sending a Quote to a User

Once your quote is fully configured, you can send it directly to the customer. The sending process depends on whether your template includes an eSignature field or not.

Sending with eSignature

If your template contains an eSignature field, the quote will be sent through BoldSign so the recipient can sign it digitally.

You must be assigned eSignature access to send quotes via BoldSign. For more details on eSignature, refer to Configuring eSignature.

Sending without eSignature

If the template does not include an eSignature field, the quote will be sent as a standard document without a signing requirement. The recipient will receive the quote for viewing and review only.

To send a quote:

1. Click Send Quote at the top right. A drawer will open.
2. The To field will be auto-filled with the recipient.
3. Fill in the Cc field to add additional recipients and type a personalized message in the Message field.
4. Review the details and click Send to deliver the quote.

Tracking Customer Approval

When the customer approval workflow is enabled, quote statuses are updated automatically based on recipient actions. This allows teams to track progress without manual follow-ups.

Tracking quote status from a Pipeline record

1. Open the pipeline record’s details page.
2. Navigate to the Sales Documents tab.
3. Select Quotes.
4. Locate the sent quote and review its progress in the Status column.
5. Click the actions menu (three dots) and select Activity timeline to view detailed events such as creation, sending, viewing, and updates.

Note:
The Activity timeline is available only after the document type is sent to a customer. If the document remains in Draft status, the Activity timeline will not be displayed.

Tracking quote status from the Sales Documents module

From the left sidebar, go to Sales Documents and select Quotes from the menu.

1. Locate the quote of your interest in the listing page.
2. Check the current status in the Status column.
3. Open the Activity timeline from the actions menu to view the complete interaction history.

The below image shows how to track quote status.

The Activity timeline is available only after the document type is sent to a customer. If the document remains in Draft status, the Activity timeline will not be displayed.