Build a sales quote and send it

A sales quote is the priced offer you send a customer — the line items, discounts, tax, and terms they say yes to. In KudosCRM the quote is built right on the deal, so it carries the customer and the context with it, and turns straight into an order when it's accepted.

This guide builds a quote from scratch: pulling products from your catalog, applying discounts, generating a branded PDF, and sending it. If your discount crosses your workspace threshold, you'll be routed for approval first — that's covered in its own guide.

Who this is for

Reps and sales-ops who send quotes or proposals, and admins setting the quoting flow up for the team.

Before you start

• A KudosCRM account with permission to create quotes.
• A few products in your catalog (or you can add free-text lines on the fly).
• The deal you're quoting — so the quote links to the right contact and company.

Quotes are built from real pricing
When you add a product, KudosCRM resolves its price from the most specific active price book (partner, territory, or customer tier) and applies any quantity tier — so the number is right before you discount. You can still add free-text lines for anything not in the catalog.

Build and send your quote, step by step

1. Create the quote from the deal
   Open the deal and create a quote (you can also start from a contact, company, or scratch). It gets an automatic number — QT-YYYY-NNNN — and a default expiry date you can change.
2. Add line items
   Add products from the catalog or free-text lines. Set the quantity, a per-line discount if needed, and the per-line tax that comes from the product. Drag lines to reorder them.
3. Set the order-level discount and terms
   Apply an order-wide discount if you're giving one, and add your notes and terms. The totals — line discounts, order discount, and tax — recompute live as you go.
4. Check the totals
   Review the subtotal, discounts, tax, and grand total. If the combined discount crosses your workspace threshold, the quote will need approval before it can be sent (see the approvals guide).
5. Generate the branded PDF
   Produce a PDF with your logo, accent color, the line table, totals, and your notes and terms. You can download it or attach it to the send.
6. Send by email or share a link
   Email the quote to the customer, or share a tokenized link they can open with no login. KudosCRM stamps when the quote is viewed and tells you when it's accepted.
7. Track it to acceptance
   Watch the quote move through sent → viewed → accepted. When the customer accepts online with an e-signature, the quote converts to an order automatically.

What you get

• A branded, accurate quote built from real catalog pricing — no copy-paste from a spreadsheet.
• Live totals that handle per-line and order discounts and per-line tax for you.
• A quote the customer can accept online, with viewed-tracking so you're never guessing.
• An automatic hand-off to an order the moment it's accepted.

Frequently asked questions

Can I add items that aren't in my catalog?

Yes. Alongside catalog products you can add free-text line items with your own description, quantity, unit price, and discount — useful for one-off services or custom work. Catalog products bring their resolved price and tax automatically; free-text lines you price yourself.

How are taxes calculated on a quote?

Each product carries its own tax rate, which snapshots onto the line when you add it, so a quote with mixed tax rates totals correctly. There's also an order-wide tax fallback for lines without a product-specific rate. The totals math is cached and recomputes live as you edit.

What happens when the quote expires?

Every quote has an expiry date (defaulting to about 30 days out, which you can change). Past that date the quote moves to an expired status automatically, so a stale price doesn't stay live as a commitment. You can always revise and re-send.

Does the customer need a login to view the quote?

No. You share a secure tokenized link, and the customer opens the branded quote with no account — they can review it, download the PDF, and accept it with an e-signature. Draft and pending quotes are protected, so only a sent quote resolves on the public link.

Learn more

• Quotes & proposals (feature) — Everything the quote builder does, on the feature page.