My Quote Templates

Last update: March 19, 2025

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If quotes are enabled, the My Quotes Template section of the customer account dashboard lists all quote templates associated with the customer account. Depending on their permissions, only buyers who make purchases on behalf of a company can request a quote template and negotiate quote pricing and terms for recurring orders.

My Quote Templates

The quote template list organizes templates by status.

  • Active Quote Templates lists templates that have been negotiated and approved for use. Information includes minimum quote total and orders placed if these options were configured during the negotiation process. Buyers can generate a linked quote from the template to submit an order based on quote terms.

  • In Review lists templates in the negotiation process showing the current status and providing a link to open the template.

  • Inactive lists templates that have expired, been canceled, or are no longer valid because a buyer has used up the number of committed orders permitted.

For the buyer, the My Quotes Templates page is the focal point for all communication between buyer and seller during the negotiation process.

A buyer who accepts the negotiated terms offered by the seller can accept the template, and then use it to generate pre-approved linked quotes that can be used to place orders.

  • Actions related to managing the quote template:

    • Cancel a template
    • Send to seller for review
    • Accept the quote template
    • Change the quote template expiration date
    • Add a shipping address
    • Manage reference document links

  • Actions for updating quote template detail during the negotiation process:

    • Review item pricing and updates.
    • If quantity thresholds have been configured on the quote template, adjust the minimum and maximum values.
    • Track the negotiation process from Comments and History sections.
    • For templates still being reviewed, the buyer can modify the quote template by removing items.
    • Communicate and negotiate with the seller by adding notes at the line item and quote level.
    • Add, edit, or remove reference document links to external contracts and agreements.

    After making changes, the buyer returns the template to the seller for review.

  • General actions during negotiation:

    • Send quote template to seller for review
    • Accept the quote template
    • Cancel to end negotiation and close the quote

The following example shows a quote template that has been updated by the buyer and sent back to the seller for review.

Buyer view of quote template

Templates with the Submitted status are locked until the seller reviews and updates the template and returns it to the buyer.

Create a quote template

The buyer can begin the quote template negotiation process using either of the following methods:

  • Create a template from an existing quote by clicking Create quote template action.

  • Submit a quote request from the storefront and add comments asking the sales representative to create a quote template from the quote request.

View a quote template

  1. The buyer logs in to their account.

  2. In the left panel, chooses My Quote Templates.

  3. Finds the quote template in the list and clicks View in the Action column.

Add a shipping address

The buyer cannot accept a quote template until it has a shipping address.

  1. The buyer logs in to their account.

  2. In the left panel, chooses My Quote Templates.

  3. Selects the desired quote template.

  4. In the Shipping Information section, clicks Add New Address.

  5. Fills in details for the new address.

  6. Clicks Save Address.

After the buyer adds the address, they send the template back to the seller for review. The seller provides the shipping and delivery options. These updates can affect the negotiated quote pricing. The shipping options are locked on checkout.

Generate a linked quote

After the buyer accepts a quote template, they can use it to generate pre-approved, linked quotes from the My Quote Templates dashboard, or from the quote template by using the Generate a quote action.

The linked quote includes a notification indicating that it is approved and ready for checkout. It also provides a link to the quote template in the header information.

Linked quote generated from a quote template

If the quote template was configured with an order threshold, the count is incremented when the linked quote is generated.

Buyers can complete the following actions from a linked quote:

  • If the quote is configured with quantity thresholds, adjust the order quantity for line items.
  • Proceed to checkout to submit an order.
  • Delete or print the quote.
  • Open the quote template used to generate the quote.

Cancel a quote template

From the quote template page, click Cancel Quote Template.

The quote template is canceled, and the quote status changes to Closed. The closed quote remains in your list of Inactive quotes, and remains listed in the Quote Templates grid in the Admin.

The reference document links feature allows buyers and sellers to add, edit, and manage links to external documents (such as contracts, agreements, or specifications) during the quote template process.

  1. Open the quote template.

  2. In the Reference Documents section, click Add.

  3. In the Document Information dialog:

    • Enter a Document Name (required)
    • Enter a Document Identifier (optional)
    • Enter a Reference Document URL (required)

  4. Click Add to Quote Template.

    The reference document link is added to the quote template with the following format:
    Document Name, Document Identifier https://document-url