Price Offers
Price Offers are customer quotes. They combine products or custom line items with pricing, discounts, taxes, approval, a document template, sharing, and optional electronic signing.
A Price Offer can be created before or during a Deal and associated with Contacts, Accounts, and Deals. It is not a prerequisite for creating a contact or deal.
Offer data
Section titled “Offer data”Each offer can include:
- An automatic serial number, name, owner, status, and validity date
- Currency, exchange rate, price list, subtotal, discount, tax, and total
- Notes, terms, description, billing cycle, and template variables
- A print template and generated PDF files
- Contact, Account, Deal, and Invoice associations, plus an optional buyer contact
- Signing status, signer details, consent, and a frozen signed document
Administrators can add custom or computed fields in Properties and place supported fields on the record page in Objects.
Creating a Price Offer
Section titled “Creating a Price Offer”- Open Price Offers and select New Price Offer.
- Enter a name and choose the customer associations.
- Select the currency, price list, validity date, and quote template.
- Add products, services, or custom line items.
- Review quantities, unit prices, line discounts, tax, and totals.
- Complete any required properties and save.
When a matching approval workflow exists, Workstation creates an approval request and keeps the offer pending or processing. Without a matching workflow, a newly created offer can be approved automatically.
Line items and totals
Section titled “Line items and totals”Each line item can include a product, description, quantity, unit price, discount, tax rate, and calculated total. Offers support both line-level discounts and an overall percentage or fixed discount.
When you pick a product, its catalog name fills Name on quote. You can change that name and the description for this offer only; the product in the catalog stays the same.
Workstation calculates subtotal, discount amount, tax amount, and total. When multi-currency is used, base-currency totals support consistent reporting.
Status and approval
Section titled “Status and approval”Offer statuses include:
| Status | Meaning |
|---|---|
| Draft | Still being prepared |
| Pending | Waiting to enter or continue approval |
| Processing | Approval is in progress |
| Approved | Approved for customer use |
| Rejected | Rejected by the approval process |
| Sent | Shared with the customer |
| Accepted | Accepted by the customer |
| Expired | Passed its validity date after being sent |
The record’s approval area shows the workflow steps and whether each step is pending, current, completed, or rejected. Authorized approvers can act from the offer record.
Buyer contact
Section titled “Buyer contact”The Buyer contact decides who appears as the buyer on the printed quote. Leave it blank to use the associated contact. Use it when the person signing is not the main contact, for example a purchasing manager at the same account.
Templates and PDFs
Section titled “Templates and PDFs”Each offer uses a Quote template from Settings → Print Templates. Choose the template on the offer record; the organization default is used when none is selected. Use PDF/Print to preview, download, or print the document. Generated PDFs appear on the Price Offer record.
Editing one quote’s document
Section titled “Editing one quote’s document”Sometimes a single quote needs different wording, such as an extra clause or a custom introduction. Select Customize for this quote under the template picker to change this quote’s document without changing the template. Once the quote is customized, the button becomes Edit document.
- The quote shows a Customized badge, and only this quote uses the new wording.
- Styles, paper size, logo, and company details always come from the template.
- Template blocks marked Lock on documents can’t be changed and always show the template’s current content.
- The customization belongs to the template it was made with. Switching to another template hides it; switching back restores it.
- A signed quote can’t be edited.
Saving or resetting a customized document requires the price_offers.edit_document permission. Users without it can open the editor read-only.
Sharing and signing
Section titled “Sharing and signing”Select Send quote to email the quote from a connected mailbox. Choose the recipient, template, and message, and optionally add a bill-to contact or account and a PO number. Workstation adds a Review and e-sign quote button below your message. You can also use Copy link to share the quote page yourself.
Signing has separate states: Not applicable, Awaiting signature, Signed, and Declined to sign. The record’s audit trail shows when the quote was sent, viewed, signed, or declined.
After signing, the signed PDF is frozen with its integrity information. Editing or resending behavior may be restricted so the accepted document remains unchanged.
Converting an approved offer to an invoice
Section titled “Converting an approved offer to an invoice”An approved Price Offer can be converted to an Invoice with Convert to Invoice. Choose the issue date, due date, and optional notes. Workstation copies the offer’s commercial data and associations and prevents a second invoice from being created from the same offer.
If an invoice already exists, use View Invoice from the Price Offer record.
List page and bulk actions
Section titled “List page and bulk actions”The Price Offers list includes All offers, My offers, and Pending tabs. Quick filters include owner, status, valid-until date, and create date.
Select rows to assign an owner, edit supported fields, delete records, or create follow-up tasks. Bulk actions run in the background, and the list refreshes when they finish. Selecting a row opens the offer in the shared record flyout.
Use Table Views to save filters, columns, and sorting.
Visibility
Section titled “Visibility”Price Offer visibility follows the configured owner-based data-visibility scope. Approval participants and users with broader permissions may also have access needed to review an offer.