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Quotations

Quotations let you send professional proposals to clients. Build quotes with line items, send for approval, collect digital signatures, and convert accepted quotes into invoices.

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Creating a quotation

  1. Go to Sales > Quotations
  2. Click Add Quotation
  3. Fill in the details:
FieldDescription
ClientWho you’re quoting for
ContactSpecific contact person
DateQuotation date
Expiry DateWhen the quote expires
Title / SubjectBrief description of the quote
Sales PersonTeam member responsible
TemplateDocument template to use
DealLink to an existing deal (optional)

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Line items

Add products and services to the quotation:
  • Select items from your product catalog or enter custom items
  • Set quantity, price, discount, and tax for each line
  • Add descriptions for detailed scope

Screenshot: Quotation line items editor

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Quotation statuses

StatusDescription
DraftQuotation is being prepared
SentSent to the client for review
AcceptedClient has accepted the quotation
RejectedClient has rejected the quotation

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Sending a quotation

  1. Open the quotation
  2. Click Send
  3. Choose to send via email or share a public link
The quotation status changes from Draft to Sent when you send it.

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Digital signatures

If your document template requires a signature:
  1. When you send the quotation, a signature request is automatically created
  2. The client can sign electronically on the public quotation page
  3. Heffl records the signer’s name, timestamp, IP address, and device info

Screenshot: Digital signature on quotation

To require signatures:
  • Edit your document template in Settings > Document Templates
  • Enable the Signature Required option

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Converting to an invoice

Once a quotation is accepted, convert it to an invoice:
  1. Open the accepted quotation
  2. Click Convert to Invoice
  3. Review the invoice details (line items transfer automatically)
  4. Save the new invoice
You can also link quotations to deals. When a deal is won, the associated quotation can be converted to an invoice as part of your workflow.

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Linking quotations to deals

  1. When creating a quotation, select a Deal from the dropdown
  2. Or link an existing quotation to a deal from the deal’s detail page
This connects your quotes to the sales pipeline for tracking.

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Lost reasons

When rejecting a quotation, record why:
  1. Change the status to Rejected
  2. Select a Lost Reason from the list
  3. Add optional details
This data helps you improve future proposals.

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Filtering quotations

Filter your quotation list by:
  • Status - Draft, Sent, Accepted, Rejected
  • Client - Filter by recipient
  • Sales person - Filter by team member
  • Date range - Quotation date or accepted date
  • Tags - Filter by labels
  • Products - Filter by line item products

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FAQ

Yes. Every quotation has a shareable public link. Clients can view the full quotation and sign it digitally if required.
The quotation remains in your records. The new invoice is linked to the original quotation for tracking.
Yes. Edit the quotation and resend it. If you need to keep both versions, duplicate the quotation first, then make changes on the copy.