On D-Tools Cloud, a quote is assigned different states from creation to when the proposal is accepted or declined by customers. You can also use the "Quote State" functionality for internal quote reviews before creating proposals from them.
We provide some default quote states mapped to our backend system states: Open, Presented, Accepted, and Declined. You can edit these states or add more if needed.
Edit or add new states
If you would like to change the names and colors assigned to the default quote states, go to โQuote > Quote Statesโ under Settings, click the 3-dot menu of the state you want to edit and click โEdit.โ This will open the edit view to change the name and color.
If you want to add more "Open" states to suit your internal quote-building process, click "New quote state" at the top right corner and add the name and color for the new state.
For example, if your company has an internal quote-review process before sharing the proposal with the customer, add new states such as "In Progress," "In Review," and "Ready to Share."
You can have only one state each mapped to the "Presented," "Accepted," and "Declined" states.
Accepted quote
There are two ways in which a quote can go to the "Accepted" state.
When the customer accepts the proposal shared for the quote. This automatically moves the quote to the "Accepted" state on Cloud.
You can move the quote to the "Accepted" state if you receive approval from the customer through an email or any other means. To do so, navigate to the Quote Details view and select "Accepted" in the status dropdown.
Declined quote
There are two ways in which a quote can go to the "Declined" state.
When the customer does not accept the proposal shared for the quote before the due date for approval. Once it is past the due date, Cloud will automatically move the quote to the "Declined" state.
You can move the quote to the "Declined" state if the customer informed you by email or other means. To do so, navigate to the Quote Details view and select "Declined" in the status dropdown.
Revising an accepted quote
After the customer has accepted and signed the proposal, they may need to make some changes to the project. D-Tools Cloud locks a quote when the proposal is accepted.
You have two options to share a revised proposal with the customer:
#1 Unlock the quote and make the changes
For an accepted quote, Cloud will display a banner at the top stating that it is locked for edits. You cannot add items, edit service plans, or make other changes.
Click "Unaccept" to unlock the quote. Now, you can make the changes.
Check out this article for more details about locking and unlocking quotes.
#2 Create a new version of the quote
Use the Quote Versioning feature on Cloud to duplicate a quote and create a new version. Make changes to the new version, then share the new proposal with the customer.
Check out this article for more details about Quote Versioning.