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9bx user guide

CRM

Quotes and products

Turn a deal's line items into a professional quote, send it by email or WhatsApp, and let the client accept it online.

Contents: Who can use it · Products (price list) · Make a quote · The Quotes page · The quote page · Send a quote · Quote approval · The client link · Example · FAQ

Who can use it

Staff with the quote and product permissions. Needs the Products and quotes plan feature (Enterprise at the time of writing; confirm in Plan & billing). Without it the menu items are hidden.

Where: CRM → Quotes for quotes; CRM → CRM settings → Products for the price list.

Products (price list)

Field Meaning
Name What you sell
SKU Your stock code
Description Printed on the quote
Unit price and Currency Default price
Tax rate (%) Default tax on the line
Active Inactive products are not offered when adding lines

Use Add product, Search by name or SKU and the Active only filter. Deleting a product does not change deals that already use it.

Make a quote

  1. Open a deal and click Line items.
  2. Add products or custom lines and Save lines.
  3. Click Make quote. The quote gets a number and opens.

The deal page also lists Quotes of this deal.

The Quotes page

A table of every quote: Quote number, Deal, Client, Total, Valid until, Made date and status: Draft, Sent, Accepted, Declined or Expired. Search by number or client. Sent quotes past their validity date become Expired automatically.

The quote page

Area What it does
Lines The line items; Refresh lines from the deal copies the latest lines
Details Prepared for: Name, Email, WhatsApp number, Valid until, Terms, Notes. Save changes
PDF Downloads the quote as a PDF
Send Opens the send dialog
Status buttons Mark accepted, Mark declined, Mark expired, Back to draft
Client link The public link: Copy link, New link, Revoke link
History When it was sent, by which channels, and how it was answered
Open deal, Delete quote Navigation and removal

Send a quote

  1. Open the quote and click Send.
  2. Under Send by choose Email, WhatsApp or both. Check the Email address and WhatsApp number.
  3. Edit the Subject and Message (leave the message empty for the standard text). The PDF and the link go with it.
  4. Click Send quote.

If a channel has no address you see "No email address" or "No WhatsApp number"; pick at least one channel that works. The status becomes Sent. WhatsApp sending needs WhatsApp to be set up under Messaging setup.

Quote approval

Big quotes or deep discounts can need a manager's OK before they reach the client. Which quotes need approval is set in Approval flows (request type Quote): a flow's condition reads the quote's figures, and its steps say who approves, one or several steps in turn.

Figures a flow condition can use: Quote total, Amount before discount and tax, Discount amount, Discount (% of the amount before discount), Largest line discount (%), Number of lines and Currency code. Example condition: total > 50000 or max_line_discount_percent > 15.

How it works:

  1. Click Send (or Send for approval) on a draft. When a flow matches, nothing goes to the client: the quote shows Waiting for approval and the approvers are told. When no flow matches, the quote is sent as usual.
  2. Once one step has approved, the quote shows Processing. The Approval card on the quote lists every step and who decided what.
  3. An approver of the open step sees Approve and Reject on the quote (and in the approvals inbox). Rejecting needs a reason.
  4. Approved: click Send to send it to the client. Nothing else changes on the quote.
  5. Rejected: the reason shows on the quote. Edit and save the quote (it becomes a draft again) and send it for approval again.
  6. An approver of a later step can Reopen a rejection with a reason: the rejected step counts as passed and the quote goes on to the next step.
  7. The person who asked can Withdraw request: the quote goes back to a draft.

Notes: a quote waiting for approval cannot be sent, deleted or taken back to a draft until the request is withdrawn. Taking an approved quote back to a draft means it needs approval again. The client's link only works once the quote was sent.

Sending creates a private link. The client opens it without logging in, sees the quote, can Download PDF, then Accept quote or Decline with an optional note. You see the answer in the quote history and, on acceptance, the deal value updates.

  • New link or Revoke link immediately stops every earlier link. Sending the quote again makes a new one.
  • A client who opens an old link sees "This link is not valid" or "This link has expired".

Example scenario

Nusrat sends a quote to Meghna Garments. She opens the deal, adds "Dedicated 100 Mbps" (1 x ৳45,000, tax 15%) and "Installation" (1 x ৳5,000), clicks Make quote, sets Valid until in 14 days, and sends it by email and WhatsApp. Two days later the client clicks Accept quote; the quote shows Accepted and the deal value becomes the total.

Tips

  • Keep your terms in the Terms field so every quote carries them.
  • Use Revoke link if you sent a quote to the wrong person.

Troubleshooting and FAQ

The quote PDF shows BDT instead of ৳. The PDF prints the currency code (for example BDT) rather than a symbol, and it uses a basic font that only supports Latin text. Bangla text in the terms or notes may not print correctly in the PDF either.

The quote cannot be sent. Choose at least one channel; an email needs an address and WhatsApp needs a number and a working WhatsApp connection.

The client says the link does not work. It may have been revoked, or the quote expired. Click New link or send it again.

The quote became Expired by itself. Its Valid until date passed. Use Back to draft, change the date and send again.

Deals · Sales targets · Clients