Initiate a Quote for a Buyer

If quotes are enabled in the Sales features configuration, a sales representative can initiate the negotiation process with a company buyer by creating a quote from the Admin.

  • Draft quotes are visible only to the seller.
  • Draft quotes cannot be submitted until the sales representative adds items, relevant discounts, and notes to create the initial offer for the buyer.
  • A seller can create a quote from the Quotes or Customer Grid.

The Sales Representative sends the quote to the buyer to initiate the negotiation process. See Negotiate a Quote.

Sales representative quote creation experience

A Sales Representative can create a quote from the Quotes or Customer Grid.

For a video demo of a seller creating a quote for a buyer, see Sales Representative initiates the quote in Commerce Videos and Tutorials.

Create a quote from the Quote grid

  1. The sales representative logs in to the Admin as an administrator with Sales Operations permissions to manage quotes.

  2. In the Admin, go to the Quotes grid by selecting Sales, and then select Quotes.

  3. Create a quote for a buyer.

    • From the Quotes grid, select Create New Quote.

      Seller initiating a buyer quote from the Admin {width="700" modal="regular"}

    • On the Create New Quote page, select the customer (Company buyer) to create the quote.

      Select customer for new quote {width="700" modal="regular"}

      A new quote displays in Draft status.

      New draft quote created by seller {width="700" modal="regular"}

    • Update the quote name and modify the expiration date as needed.

    • Save the quote as a draft.

Prepare the quote for the buyer

After creating the draft quote, add product items, apply discounts, and communicate with the buyer by adding comments and any related files to the quote. Then, send the quote to the buyer for review, or save it as a draft.

  1. Add items to the quote by selecting Add Product By SKU. Enter the SKU number and quantity, and then select Add Product.

    Seller adding items to draft quote for buyer {width="675" modal="regular"}

  2. Apply line item discounts to products as needed.

    • From the Select action menu, choose Discount Item.

    • On the Discount Line item form, select the Discount Type.

      Apply line item discount to quote {width="675" modal="regular"}

    • In the Discount field, enter the value for the discount type. For example, if you selected a percentage discount, enter 10 to apply a 10% discount to the line item.

    • [1.5.0-beta capabilities]{class="badge informative" title="Available only for Beta program participants"} Optionally, lock the line item discount value so that the product price is not further reduced by any discounts applied at the quote level.

      After confirming the change, the line item attributes in the product grid update to show the discount amount applied. If the discount is locked, a lock icon displays.

  3. Apply a quote-level discount as needed:

    • In the Quote Totals - Negotiated Price section, select the discount type, and then enter the value to apply.

      Seller adds quote level discount {width="700" modal="regular"}

    The product grid updates to show the discount.

  4. Add additional information for the buyer.

    On the Negotiation - Comments tab, add a note and attach any supporting files required for the buyer.

    Seller adds information for buyer {width="700" modal="regular"}

    By default, an attached file can be up to 2 MB, in any of the following file formats: DOC, DOCX, XLS, XLSX, PDF, TXT, JPG or JPEG, PNG.

  5. Process the quote.

    Save the quote as a draft, or send it to the buyer.

    • If you save the quote as a draft, the status updates to Draft and a confirmation message is displayed.

    • If you send the quote to the buyer, the status changes to Submitted. The buyer receives an email notification to review the quote. The quote is locked until the buyer returns it for further negotiation. The seller can view the quote from the Quote grid or the Customer grid.

View and create quotes from Customer Grid

  1. In the Admin, go to the Customer grid by selecting Customers, and then select All Customers.

  2. Select the customer ID for a Company buyer.

    Confirmation draft quote submitted to buyer {width="700" modal="regular"}

  3. Select Edit to view the customer information.

  4. Create a quote for the customer by selecting, Create Quote and following the process to update the draft quote and send it to the customer.

  5. View the customers existing quotes by selecting Quotes.

    Confirmation draft quote submitted to buyer {width="700" modal="regular"}

  6. Open a quote by selecting View.

For details on managing the quote negotiation process, see Negotiate a quote