Build Accurate Quotes and Keep Every Revision Under Control
Create customer-ready quotes from catalog products or free-text lines. Control discounts, track revisions, send for online acceptance, and book accepted quotes when ready.
QT-2026-0184
Maya Chen · Cascade Manufacturing · valid 30 days
Onboarding & Setup
catalog · 13% VAT
Custom migration work
free-text · 13% VAT
The discount crossed the threshold, so this Quote cannot be sent until a manager approves it.
The Short Version
What Is Sales Quoting Software?
Sales quoting software helps teams create, price, approve, send, and track customer quotes from one structured system. KudosCRM starts each Quote from a Contact, inherits the related Company, and can connect the Quote to a Deal. Teams add products or custom lines, calculate discounts and tax, route high-discount Quotes for approval, send a branded PDF, and track the customer's decision.
Build the Quote
Add catalog products or free-text services with quantity, price, discount, and tax.
Control the Price
Warn on risky discounts and route Quotes through approval when required.
Track the Quote
Follow Draft, Pending Approval, Sent, Viewed, Accepted, and Expired states.
Book It When Ready
After acceptance, convert the Quote into an Order with one explicit action.
Build the price. Control the approval. Track the customer response. Book the Order when you are ready.
Build
Build Quotes From Products, Services, and Custom Work
A sales Quote should handle both standard products and work that does not belong in a catalog. KudosCRM combines catalog SKUs and free-text lines in the same Quote while keeping the totals consistent across the CRM, the customer page, and the PDF.
Start From the Customer Record
A Quote starts from a Contact. KudosCRM carries over the related Company and lets the Quote connect to a Deal. Each Quote receives its own workspace number in the format QT-YYYY-NNNN.
Find Products From the Full Catalog
Search the product catalog from the Quote builder. Search runs against the server, so products stay reachable even when the catalog becomes large, and Draft catalog products stay out of the picker.
Add Free-Text Lines
Not everything needs a SKU. Add services, custom work, project fees, or one-off items beside catalog products on the same Quote.
Set Quantity, Price, and Discount Per Line
Each line supports quantity, price, price override, discount, and tax, and lines can be reordered by drag or keyboard.
Apply a Quote-Level Discount
KudosCRM can apply an overall discount proportionally across the Quote before tax, and shows that discount as its own row rather than burying it in the line prices.
Handle Different Tax Rates Correctly
Catalog products carry their tax rate onto the Quote line, so one Quote can contain products with different VAT rates. Free-text lines use the Quote's fallback tax rate.
Keep the Money Math Consistent
KudosCRM rounds each line before adding the Quote total, and discounts apply before tax. The same calculation powers the builder, the customer page, the PDF, and the later Order, which keeps commercial values aligned through the whole lifecycle. A margin warning can appear when a line discount becomes unusually deep, and configured volume-discount rules can suggest a discount the rep applies in one click. The product recommendation rail is rule-based — these are not LLM-generated pricing recommendations.
One calculation, four surfaces
Each line rounds before the total, and discounts apply before tax — so the four never disagree by a cent.
The customer lifecycle
A Quote can also become Expired when its validity period ends. Status changes always pass through the Quote service — never a generic API write.
Approval & Revisions
Control Discounts and Keep Quote Revisions Traceable
Not every Quote should leave the business as soon as a rep finishes editing it. KudosCRM adds an approval gate for Quotes that cross the workspace discount threshold, and keeps pricing revisions from sent Quotes as read-only history.
Route High-Discount Quotes for Approval
When the discount crosses the workspace approval threshold, the Quote moves into Pending Approval instead of being sent. This is a real Quote state, not a hidden background flag.
Keep Approval Permission Separate
Only users with Quote approval permission can approve or reject an approval request. Each decision writes the Quote history, creates the related event, updates connected timelines, and appears to active viewers.
Keep Sent Quote Revisions
If pricing changes after a Quote has been sent, KudosCRM snapshots the outgoing version first. Each saved version keeps its version number, totals, full line list, and editor, and earlier versions stay read-only.
Keep Quote Changes on the Customer Record
Quote transitions also write activity to the related Contact and Deal timelines, so the team can see important Quote history without reopening the Quote itself.
Keep Quote Status Controlled
Quote status cannot simply be overwritten through a generic API update — every state change passes through the Quote service. The working customer lifecycle is Draft, Pending Approval, Sent, Viewed, and Accepted, and a Quote can also become Expired when its validity period ends.
Send & Track
Send a Branded Quote and Track the Customer Decision
Once a Quote is ready, KudosCRM sends the customer a branded PDF and a secure web link. The customer does not need a KudosCRM account to open the Quote or accept it.
Send the Quote by Email
Sending records the sent time, emails the Contact, and attaches the branded PDF along with a line summary, the Quote total, its validity, and the customer link. The send runs in the background, and a Sent or Viewed Quote can be resent to another email address.
Share the Customer Link Directly
Each Quote receives a unique public token, and the link stays stable — copying it again does not generate a different customer URL. The token uses a readable character set that leaves out look-alike characters, so it survives being read aloud or retyped.
Show the Customer Only What They Need
The customer-facing page can show workspace branding, Quote status, prepared-for information, validity, line items, discounts, tax, totals, notes, terms, and a PDF download. Internal workspace information stays out of the public response.
Know When the Quote Is Viewed
The first customer opening changes Sent to Viewed, and KudosCRM records the event and updates the related CRM history. This is a viewed timestamp — it is not detailed open analytics or per-section engagement tracking.
Accept With a Typed Name
The customer accepts by typing their name. Acceptance records signature information against the Quote, changes it to Accepted, and freezes the Quote against further edits.
Keep Expired Quotes Informative
The standard Quote validity period is 30 days. When a Quote expires the customer link still opens, showing the Quote as Expired rather than a broken page, and it can no longer be accepted. KudosCRM also checks expiry during acceptance, so an expired Quote cannot be signed before the periodic expiry process catches up. Every delivery channel — in-app, customer download, and emailed attachment — uses the same PDF renderer.
What the customer gets
A stable link
Copying it again gives the same URL, never a new one
No account needed
The page opens without a KudosCRM login
The same PDF
In-app, download, and email attachment all match
A readable token
No 0/O or 1/I confusion when it is retyped
Signing mechanics live on E-Signature.
Convert an Accepted Quote Into an Order When You Are Ready
Acceptance confirms the customer's decision. It does not automatically book the Order. KudosCRM keeps acceptance and booking separate, so the team can accept now and create the commercial Order when the business is ready.
Convert in One Explicit Action
An Accepted Quote unlocks Convert to Order. That action snapshots the agreed lines and totals into the Order, and carries the Quote currency along with supported campaign or partner attribution.
Keep Quote and Order Totals Reconciled
The Order uses the values from the accepted Quote, and Quote-line totals and Order-line totals follow the same commercial math.
Close the Linked Deal as Won
When the Order is created, KudosCRM closes the linked Deal as Won through the standard Deal closing process. The event also flows into CRM history and real-time updates.
Continue Into Fulfillment
The Order can continue through Confirmed, In Fulfillment, and Fulfilled, or be cancelled with a reason. A user can also create a delivery Project from the Order, which stays linked to the same Deal and Company. A draft Invoice can be created from the Order through another action or a supported workflow rule — it does not happen automatically when the customer accepts the Quote.
How It Works
How Does Quoting Work in KudosCRM?
Start From a Contact
Create the Quote from the Contact record and inherit the related Company.
Add the Quote Lines
Use catalog products, free-text services, quantities, discounts, and tax.
Get Approval When Required
Quotes that cross the discount threshold move to Pending Approval.
Send the Quote
KudosCRM emails the branded PDF and the customer link.
Track the Decision
The Quote moves from Sent to Viewed, then Accepted when the customer agrees.
Convert When Ready
Use Convert to Order after acceptance to book the Order and close the linked Deal as Won.
What's Actually in the Box
Sales Quoting Features in KudosCRM
Quote Builder
Contact-based Quote creation
Inherited Company and optional Deal link
Automatic QT-YYYY-NNNN numbers
Catalog product search and free-text lines
Quantity, price override, and line discount
Quote-level discount
Per-line VAT and fallback tax rate
Drag and keyboard reordering
Live totals, notes, and customer preview
Unsaved-change protection
Pricing Controls
Margin warning
Volume-discount suggestion
Rule-based product recommendations
Discount-threshold approval
Manager approval permission
Quote Lifecycle
Draft, Pending Approval, Sent, Viewed, Accepted
Expired on validity end
Resend
Version history
Accepted and expired edit locks
Viewed timestamp
Acceptance-rate KPI
Sent-to-booked cycle KPI
Customer Experience & PDF
Secure public customer link
No-login Quote viewing
Customer-facing branded page
Workspace logo and accent colour
Line table, discount row, totals, notes, terms
PDF download
Identical PDF across channels
Online typed-name acceptance
Expired but readable customer page
Quote to Order, Automation & Access
One-click Convert to Order
Quote line snapshot and total reconciliation
Linked Deal Won update
Order fulfillment lifecycle and Project handoff
Draft Invoice creation from Order
Seven Quote workflow triggers
Contact and Deal timeline events
Read, create, update, send, approve, delete permissions
Quote-money field security
Currency snapshot at creation
KudosCRM Sales Quotes vs. Document-Based Quoting
Build the Quote. Keep the Price Controlled. Track the Answer.
Create customer-ready Quotes without separating pricing, approval, revisions, and customer response from the CRM.
Sales Quoting Software for Every Kind of Business
Different businesses sell different products and services, but they all need clear pricing and a reliable customer Quote. KudosCRM keeps the Quote, customer, pricing, approval, and response connected.
Works with the Tools Your Team Already Uses
Use KudosCRM alongside the communication and collaboration tools already used across your customer workflow, and keep the Quote connected to the same CRM records and follow-up processes.
Gmail
Outlook
Slack
Google Calendar
ZoomGo Deeper
Explore More Features
Quotes is part of the Propose & Quote stage of the journey — it prices what Products & Pricing holds, and books into Orders once the customer says yes.
All FeaturesFAQ
Frequently Asked Questions
Quote With Confidence
Send Quotes With Clear Pricing and a Clear Next Step
Build the Quote, control pricing changes, track the customer response, and convert accepted business when your team is ready.