Status and lifecycle

Every quote has a status. The status tells you where the quote is in its life, and it decides whether you can still edit the quote. You change it from the Status menu in the quote header.

The statuses

Status	What it means	Can you edit it?
Draft	Being worked on.	Yes.
Sent	Shared with the customer.	No. Pricing is locked, but you can revert it to Draft.
Accepted	The customer said yes.	No. Locked, and it cannot be reverted.
Declined	The customer said no.	No. You can revert it to Draft.
Expired	Passed its expiry date without an answer.	No. You can revert it to Draft.
Invoiced	Marked as invoiced.	No. Locked, and it cannot be reverted.
Archived	Put away.	No. This is the end of the line.

Expired is never chosen by hand. It is set automatically for Draft and Sent quotes whose expiry date has passed. Invoiced is not offered in the Status menu.

Change a quote’s status

1. Open the quote.
2. Open the Status menu in the header.
3. Pick the new status.

The menu only lists moves that are allowed from the current status, so you won’t see an option that would be refused. Some moves ask you to confirm first:

• Draft to Sent: “This indicates the quote has been shared with the client.”
• Any move to Accepted: “This marks the quote as won and finalizes the deal.”
• Any move to Archived: “This will hide the quote from the active list.”

If any line on the quote is priced at or below cost, moving it to Sent also asks you to acknowledge selling at cost first. Cancel the prompt and the quote stays a Draft.

Moving a quote to Sent, Accepted or Declined also saves a version of it automatically, so you can always look back at exactly what the customer saw. See Versions and restore.

Allowed moves

This table is the complete list. Anything not listed is not allowed.

From	You can move it to
Draft	Sent, Accepted, Declined, Archived
Sent	Draft, Accepted, Declined, Archived
Accepted	Invoiced, Archived
Declined	Draft, Archived
Expired	Draft, Archived
Invoiced	Archived
Archived	Nothing (terminal)

Expired is reached only automatically, so it never appears as a target in this table. Invoiced is not offered in the Status menu, so on an Accepted quote the menu shows only Archived.

Sent, Declined and Expired: revert to Draft to edit

These quotes are locked so that the pricing the customer saw doesn’t change quietly. A banner at the top of the quote explains this (for a sent quote it reads “Pricing locked — sent to customer”).

To edit, click Revert to Draft in the banner, or choose Draft in the Status menu. Anyone with edit access to the quote can do this, not only the person who created it. If you don’t have edit access, the banner says so and there is no button.

Accepted and Invoiced: locked on purpose

An accepted quote can’t be edited. That is intended, not a fault.

An accepted quote is the record of what the customer agreed to, so it is locked and cannot be reverted to Draft. To change it, duplicate it and revise the copy:

1. Open the accepted quote. The banner reads “Locked — accepted by customer”: “This quote has been accepted, so it can’t be edited. Duplicate it to create a revised quote.”
2. Click Duplicate in the banner. You can also open the ⋯ menu in the header and choose Duplicate Quote.
3. You land on the copy. It is a new Draft named after the original with “(Copy)” added, for the same client, with the same sections, products and discount. Edit it freely.
4. Send the revised quote as normal. The original stays exactly as it was.

The same applies to Invoiced quotes. There is no way to unlock either status.

Archived is final

Archiving is a one-way move. An archived quote cannot be changed to any other status. Its banner reads “This quote is archived, so its pricing is locked. Duplicate it to create an editable copy.”

Archived is an option in the quote’s Status menu. It is not in the row menu on the quote list.

Note

If you only want to set a quote aside, remember that Declined can be reverted to Draft later, but Archived cannot.

Changing many quotes at once

On the quote list, tick the quotes you want, click Change Status, choose Draft, Sent, Accepted or Declined, and confirm. Any quote whose current status doesn’t allow that move is not changed, and the message afterwards tells you how many failed. If some of the quotes being sent have lines priced at or below cost, a further prompt offers to send those at cost; close it and they stay as they were. See the Pipeline board for the board view.