Quotes App
Manage the full lifecycle of parts quote requests — from draft to confirmed order — with a clear four-stage pipeline, document uploads at each step, and a complete timeline of every status change and communication.
📋 Quotes Overview
The Quotes page is organized into four tabs, each representing a stage in the quote lifecycle. The active tab is underlined in blue.
| Tab | List Title | What It Shows |
|---|---|---|
| DRAFTS | Draft Quotes | Quotes started but not yet submitted as a request |
| RFQS | Requested Quotes | Submitted requests waiting for a quote response |
| QUOTES | Received Quotes | Admin-submitted quotes with pricing and documents |
| ORDERS | Received Orders | Quotes that have progressed to Purchase Order or Sales Order stage |
⚠️ Non-obvious: A single quote moves through all four tabs as it progresses. It starts in DRAFTS, moves to RFQS when submitted, then to QUOTES when the admin responds, then to ORDERS once a Purchase Order is uploaded. The RFQ- label stays the same throughout — the same reference appears in whichever tab the quote currently belongs to.
📋 DRAFTS Tab
Shows all draft quotes created by the logged-in user that have not yet been submitted as RFQs.
Draft Quotes — Table Columns
What does each column mean?
| Column | Description |
|---|---|
| Label | Auto-generated reference number, prefixed RFQ- |
| Created Date | Date and time the draft was created |
| Time Since Created | How long the draft has been open — shown as a color-coded age badge |
| Created By | Email address of the user who created the draft |
| System Id | The system this quote is associated with — blank if not yet assigned |
| Action | 📄 View and 🗑 Delete icons |
Time Since Created — Badge Colors
| Color | Meaning |
|---|---|
| 🟠 Orange | Recent draft — moderate age |
| 🔴 Pink/Red | Draft is getting old — follow up |
| 🔴 Pink/Red (bright) | Old draft — should be submitted or deleted |
⚠️ Non-obvious: Drafts do not expire automatically — they remain in the DRAFTS tab indefinitely until submitted or deleted. The age badge is a visual reminder only, not an automatic action.
📄 Draft Detail View
Clicking the view icon on a draft opens its detail page, showing two panels and the parts list.
RFQ Details Panel
What does each field mean?
| Field | Description |
|---|---|
| Label | The RFQ- reference number |
| Created By | Email of the user who created the draft |
| Status | Current status — Draft, Requested, Submitted, etc. |
| Created Date | Date and time of creation |
| Notified To | CC email addresses — blank on new drafts |
| Message | Optional message included when the quote was submitted |
System Details Panel
What does each field mean?
| Field | Description |
|---|---|
| System Id | The system associated with this quote |
| Customer Name | Customer name |
| Customer Id | Customer identifier |
| Phone | Customer phone number |
| Contact Name | Contact person name |
| Contact Email | Contact person email address |
Parts List
What does each column mean?
| Column | Description |
|---|---|
| Part Image | Product image or placeholder |
| Part# | Part number |
| Name | Part name |
| Description | Part description |
| Quantity | Number of units requested |
Detail Page Icons (top right)
| Icon | Function |
|---|---|
| 📊 Timeline | View the full quote timeline showing all status changes and events |
| ✏️ Edit | Open the quote update form to edit parts or notification emails |
✏️ Update Quote Form
What does each field mean?
| Field | Description |
|---|---|
| To Emails | Add or remove CC email addresses — type an address and press Enter to add; click × to remove |
| Send automatic quote reminder emails | Checkbox to enable automatic follow-up reminder emails for this quote |
| Parts list | Each part shows its image, name, part number, and an editable Quantity field |
| — Remove | Removes a part from the quote |
| + ADD PART | Add additional parts to the quote |
| × CANCEL | Discard changes and return to the detail view |
| 💾 SAVE | Save changes to the draft |
⚠️ Non-obvious: Once a quote moves past Draft status to Requested or beyond, only CC email addresses and part quantities can be edited. Core fields like system details and the RFQ label cannot be changed after submission.
📋 RFQS Tab
Shows all submitted quote requests awaiting a response from the admin team.
Requested Quotes — Table Columns
What does each column mean?
| Column | Description |
|---|---|
| Label | RFQ- reference number |
| Created Date | Date and time of submission |
| Time Since Requested | Age of the request — color-coded badge (same color logic as DRAFTS) |
| Created By | Email of the submitting user |
| Notification email address on the quote | |
| System Id | Associated system identifier |
| System Details | System address or location |
| Action | 🔔 Notify, 📋 Clone, 📄 Upload, ⋮ More options |
RFQS Action Icons
| Icon | Function |
|---|---|
| 🔔 Bell | Send a notification / follow-up for this RFQ |
| 📋 Clone | Duplicate this RFQ into a new quote with a new label |
| 📄 Upload | Upload a document to this quote |
| ⋮ More | Additional options |
📋 QUOTES Tab
Shows all quotes where the admin has responded with a priced quote document.
Received Quotes — Table Columns
What does each column mean?
| Column | Description |
|---|---|
| Label | RFQ- reference number |
| Reference Id | The reference ID from the uploaded quote document |
| Created Date | Date and time the quote was created |
| Turnaround Time | Time elapsed since the quote was submitted — color-coded badge |
| Created By | Email of the submitting user |
| Notification email(s) for this quote | |
| System Id | Associated system identifier |
| System Details | System address or location |
| Status | Current quote status badge |
Quote Status Badges — QUOTES Tab
| Status | Color | Meaning |
|---|---|---|
| Expired | 🔴 Pink/Red | Quote validity period has passed |
QUOTES Tab Action Icons
| Icon | Function |
|---|---|
| 🔔 Bell | Send a notification for this quote |
| 👁 View | Open the quote detail view |
| 📋 Clone | Duplicate this quote with a new label |
| 🗑 Delete | Delete this quote |
| ↩️ Reorder | Create a new quote from this quote's parts list |
⚠️ Non-obvious: Expired quotes can still be reordered using the ↩️ Reorder icon. This creates a brand-new quote with the same parts but a new RFQ- label and today's date — you do not need to re-enter all parts manually.
⚠️ Non-obvious: Quote expiry runs automatically on a daily basis. The validity period is configured per account by an administrator. Once expired, a quote cannot be un-expired — use Reorder to start a fresh quote based on the same items.
📋 ORDERS Tab
Shows all quotes that have progressed to Purchase Order or Sales Order stage.
Received Orders — Table Columns
What does each column mean?
| Column | Description |
|---|---|
| Label | Original RFQ- reference number |
| Reference Id | Admin-assigned reference ID from the quote document |
| PO# | Purchase Order number |
| Created Date | Date the order was created |
| Turnaround Time | Time elapsed since creation — color-coded badge |
| Created By | Email of the user who created the original quote |
| Notification email address(es) for this order | |
| Status | Current order status badge |
| Action | ↩️ Reorder and ✅ Confirm icons |
Order Status Badges
| Status | Color | Meaning |
|---|---|---|
| Order Placed | 🟠 Orange | Purchase Order uploaded — awaiting Sales Order upload |
| Order Confirmed | 🟢 Green | Sales Order uploaded — order is fully confirmed |
ORDERS Tab Action Icons
| Icon | Function |
|---|---|
| ↩️ Reorder | Create a new quote based on this order's parts list |
| ✅ Confirm | Upload the Sales Order document to confirm the order (admin action) |
⚠️ Non-obvious: Once an order reaches Order Confirmed status, it is immutable — no further edits can be made to items, pricing, or details. Order Confirmed is the final locked record.
⚠️ Non-obvious: The ↩️ Reorder icon is available on both Order Placed and Order Confirmed rows. This is useful for repeat orders of the same parts — it creates a new draft with the same parts list rather than requiring manual re-entry.
🔄 Quote Lifecycle
A quote moves through the following stages in sequence:
Draft → Requested (RFQ) → Submitted (Quote) → Order Placed → Order Confirmed
↓
Expired (automatic, if validity period passes)
| Stage | Who Acts | What Happens |
|---|---|---|
| Draft | Customer | Parts added, draft saved with RFQ- label |
| Requested | Customer | Draft submitted as RFQ — system and contact details added |
| Submitted | Admin | Quote document uploaded with pricing |
| Order Placed | Admin | Purchase Order document and PO number uploaded |
| Order Confirmed | Admin | Sales Order document uploaded — order locked |
| Expired | Automatic | Validity period elapsed — quote marked as expired |
📊 Quote Timeline
Every quote maintains a Timeline showing the full history of status changes, document uploads, notifications, and events. Access it via the 📊 Timeline icon on any quote detail page.
The timeline records both outgoing and incoming events, displayed with directional tags so you can see exactly what was sent, received, and acknowledged.
🔄 Workflows
Workflow 1: Create and Submit a Quote Request
- Open the Quotes app from the sidebar.
- The DRAFTS tab is active by default.
- Click + to create a new draft — an RFQ- label is auto-generated.
- Click the ✏️ edit icon to open the Update form.
- Add CC email addresses if needed.
- Click + ADD PART and search for the parts required. Set the Quantity for each part.
- Click SAVE.
- From the draft detail view, click the submit action to convert the draft to an RFQ. Add System details, a message, and any additional CC addresses.
- Submit the RFQ.
✅ Result: The quote moves from the DRAFTS tab to the RFQS tab. The admin team receives a notification and the RFQ is now visible for response.
Workflow 2: Reorder Parts from a Previous Quote
- Open the Quotes app from the sidebar.
- Go to the QUOTES tab (for expired quotes) or the ORDERS tab (for previously ordered parts).
- Find the quote or order with the parts you need.
- Click the ↩️ Reorder icon on that row.
- A new Draft is created automatically with the same parts list and a new RFQ- label.
- Review and update quantities if needed, then submit as a new RFQ.
✅ Result: A new quote request is created without manual re-entry of all parts — useful for repeat orders and reordering expired quotes.
Workflow 3: Track the Status of a Submitted Quote
- Open the Quotes app from the sidebar.
- Click the RFQS tab — find your quote by Label or Created Date.
- Check the Time Since Requested badge for aging.
- If a response has been received, the quote will have moved to the QUOTES tab.
- In the QUOTES tab, check the Status column.
- Click the 👁 View icon to open the full detail and review the quote document.
- Click the 📊 Timeline icon to see the full history of all events on this quote.
✅ Result: You have a complete picture of where the quote is in the process and can see every action taken on it.
Workflow 4: Clone a Quote for a Similar Request
- Open the Quotes app from the sidebar.
- Go to the RFQS or QUOTES tab.
- Find the quote you want to use as a starting point.
- Click the 📋 Clone icon.
- A new draft is created with the same system details and parts list — edit as needed.
- Submit the new RFQ.
✅ Result: A new quote with a fresh RFQ- label is created without duplicating manual data entry — useful when ordering similar parts for the same or a different system.
📥 Bulk Quote Ingestion
Quotes can also be created in bulk through the Ingestion feature. This allows large batches of parts and quote data to be imported at once rather than entered one by one. See the Ingestion documentation for full details on the bulk import format and process.
✅ Best Practices
- Submit drafts promptly. Drafts do not expire automatically and accumulate in the DRAFTS tab indefinitely. Review drafts regularly and either submit or delete ones that are no longer needed.
- Use Reorder for repeat parts. The ↩️ Reorder icon in both the QUOTES and ORDERS tabs creates a new draft pre-populated with the same parts — saving time and avoiding manual re-entry errors.
- Add CC emails before submitting. It is cleaner to include all relevant addresses before submitting so that stakeholders receive all automated notifications from the start.
- Check the QUOTES tab for expiry. Quotes expire automatically based on your account's configured validity period. Watch the Turnaround Time badge — if a quote expires before you place an order, use Reorder to create a fresh request.
- Use the Timeline to resolve disputes or track delays. The timeline records every event including document uploads and notifications. If a quote appears stalled, open the timeline to identify exactly where progress stopped.
💡 Tips & Shortcuts
| Tip | How |
|---|---|
| Find a specific quote across all stages | Search by RFQ- label in the active tab — the same label persists through all stages |
| Reorder expired parts quickly | Go to QUOTES tab → find the expired quote → click ↩️ Reorder |
| See full event history for a quote | Open the quote detail view → click the 📊 Timeline icon |
| Clone an RFQ for a similar request | Go to RFQS tab → click 📋 Clone on the quote you want to copy |
| Check which quotes are expiring soon | Go to QUOTES tab → look for orange Turnaround Time badges |
| Import many quotes at once | Use the Ingestion feature — see Ingestion documentation for details |