Edit a quotation

While the customer is still considering your quotation, you can change it in place. This page is for the salesperson who looks after the quotation. To keep the version the customer already saw and issue a new numbered one, revise it instead.

Before you start

You need Quote View and Edit. The quotation must be a Draft or Open, and no invoice raised from it may have been issued yet. An Accepted, Rejected or locked quotation cannot be edited, and Edit is not offered on it.

Steps

1. Open the quotation.
2. Select Edit at the top of the page.
3. Change the Contact, Opportunity, Quotation name, Expires date, Currency or Taxes, the lines, the Terms and conditions or Remark, or the Additional information.
4. Check Subtotal, the tax and Total under the lines.
5. Select Save quotation.

What happens next

The quotation keeps its number and its status, Draft or Open. The next PDF you preview shows the changes, and History records what changed. If you clear the Quotation name, it goes back to the quotation’s number.

Rules to know

• Save quotation stays unavailable until you change something.
• The Salesperson is not changed here. Use Change Owner in the ··· menu.
• Changing the contact to someone at another customer moves the quotation to that customer’s account.
• A tax that is no longer offered reads “(no longer offered)”. Choose a current one before you save.
• A draft invoice already raised from the quotation is a separate copy. It does not change when you edit the quotation; delete it and raise a new one if it needs the change.
• Once an invoice raised from the quotation is issued, the quotation is locked. The Invoicing card says so. Put further changes on a new quotation.
• Once the customer decides, accept or reject the quotation; after that it cannot be edited. An Accepted quotation with no invoice raised from it, issued or draft, can still be revised.
• A Superseded quotation is an old version and cannot be edited.
• A draft that waits for approval cannot be edited until the request is withdrawn or returned. See Document approval.
• If the quotation is accepted or rejected, for example in another tab or by a connected AI app, while you are editing it, your save is refused with This quotation is closed and cannot be edited. Nothing is saved.

Why it works this way

One negotiation, one number. While the customer is still deciding, prices and lines move. Editing in place keeps that conversation on one quotation number, and History keeps the record of each change.

Edit changes the offer; revise keeps the old one. A PDF the customer already holds does not change when you edit. When both versions matter — the customer compares them, or your manager wants to see what was first offered — revise instead: the old version stays, read-only, beside the new one.

The customer’s decision and your invoices fix the content. An accepted quotation is the offer the customer agreed to, and an issued invoice was billed against its figures. Changing the quotation after either would leave your records describing something nobody agreed to, and its invoicing progress would no longer add up.

Work faster

• Revise when the customer already has the PDF. Revise in the ··· menu copies the quotation into a new draft version and keeps the old one. See Revise a quotation.
• Copy for a separate job. Copy makes a new, independent draft with the same lines and terms; the original does not change. See Copy a quotation.
• Send the update straight away. After you save, PDF opens the new PDF; on an Open quotation tick Sent to the customer once it has gone, so the sent date stays current. See Mark as sent.
• Check before you change a figure. History on the quotation shows what changed and who changed it, so you can confirm the last price agreed before you edit it again.

Examples

Before paying the deposit, Grace Wong asks Lim & Co to use a cheaper laminate.

Mei Tan opens the Harbour Café fit-out quotation, selects Edit, and changes the Unit price of Custom carpentry works from 15,000.00 to 14,000.00. The totals now read Subtotal SGD 19,000.00, GST SGD 1,710.00 and Total SGD 20,710.00, and the Quotation ref is unchanged. She selects Save quotation and previews the PDF to send the updated offer.

A draft invoice raised too early. Mei had already raised a draft deposit invoice of 30% from the quotation, SGD 6,000.00 before tax (30% of 20,000.00), but had not issued it. After the price change, the quotation’s Contract sum (before tax) is SGD 19,000.00 while the draft invoice still says SGD 6,000.00. She deletes the draft invoice and raises the deposit again: 30% of 19,000.00 is SGD 5,700.00 before tax.

Edit or revise? Kelvin Ong already has the PDF of QN-10000131 and asks for the design fee of SGD 1,200.00 to be removed. His office manager wants both versions on file, so Mei selects Revise instead of Edit, removes the line in the draft revision and finalises it as QN-10000131-R1. QN-10000131 becomes Superseded and read-only.

Common questions

• Can I edit a quotation after the customer accepts it? No. An Accepted quotation is closed. If it has no invoice raised from it, issued or draft, revise it to make a new version.
• Can I change a quotation after invoicing it? Not once an invoice raised from it has been issued: the quotation is locked. While the invoices are still drafts you can edit it, but those drafts keep their own figures.
• Should I edit or revise a quotation? Edit when the customer has not relied on the version you sent. Revise when you need to keep the version the customer saw.
• How do I change the salesperson on a quotation? Use Change Owner in the ··· menu. Owner history in the same menu lists earlier changes. See Transfer records.
• Does editing change the PDF the customer already has? No. The customer keeps the file you sent; preview the quotation again and send the new PDF.
• Can I see who changed a quotation? Yes. History on the quotation lists each change, with who made it and when.

Related

• Line items
• Revise a quotation
• Accept or reject
• Raise an invoice