Quote Preferences

Let’s have a look at the various settings you can configure for the Quotes module in Zoho Billing.

Basic Settings

To configure your quote preferences:

Go to Settings.
Select Quotes under Sales in the Module Settings pane.

Enable Editing of Accepted Quotes

By default, you cannot edit quotes that have been accepted or marked as accepted. However, you can enable the option to edit these quotes. Here’s how:

In the General tab, mark Allow editing of accepted quotes.
Scroll down and click Save.

Now, once you enable editing of accepted quotes, you can go to the quote details page, click Edit, and make necessary changes to an accepted quote.

Note: Changes made to an accepted quote will not affect its status; it will remain marked as accepted.

Allow Customers to Accept or Decline Quotes via Public Link

By default, customers cannot accept or decline quotes through a shared link. You can enable this option to allow them to accept or decline quotes via a public link you send in the email. Here’s how:

In the General tab, mark Allow customers to accept or decline the quotes via a public link.
Scroll down and click Save.

Now, when you share the link with customers through the Share Quote Link option they accept or decline the quotes through the public link.

Also, if you have enabled the option to create a retainer invoice while creating the quote, your customer will receive the retainer invoice in their email once they accept the quote.

Activities done by your customer through the shared link such as accepting/declining a quote, or adding any comment(s) on it will be displayed in the Comments & History section of the quote as done through the public link.

Set Options to Convert Accepted Quotes to Invoices

You can select some options to automate the process of converting quotes to invoices and sending them to customers. Here’s how:

In the General tab, under Automate accepted quotes to invoices conversion, select any one of the following options based on your preference:
- Don’t convert accepted quotes automatically: Select this option if you do not convert the quote to an invoice automatically.
- Convert accepted quotes to draft invoices: Choose this option to convert the accepted quote to a draft invoice automatically.
- Convert accepted quotes to invoices and email it to the customer: Select this option to convert the accepted quote to an invoice and send it to the customer automatically.
Scroll down and click Save.

Note: To enable Progress Invoicing, you’ll need to set the option for automatically converting accepted quotes to invoices to Don’t convert accepted quotes automatically, since both options cannot be active at the same time.

Set Options to Convert Subscription Quotes to Subscriptions

You can select some options to automate the process of converting subscription quotes to subscriptions and sending them to customers. Here’s how:

In the General tab, under Automatically Convert Subscription Quotes to Subscriptions, select any one of the following options based on your preference:
- Don’t convert quotes to subscriptions automatically: Select this option if you do not convert the quote to a subscription automatically.
- Automatically convert quotes to subscriptions and invoice customers: Select this option to convert the accepted quote to a subscription and create an invoice for the customer.

Note: The quotes will not be converted to subscriptions automatically if you create an autocharge-enabled subscription quote, and did not associate the related customer with a payment method. In these cases, you will need to manually create the subscription.

Progress Invoice

You can create a quote and choose to invoice a custom amount, a percentage, or for specific amounts for each line item. Learn more about Progress Invoice.

Hide Zero-value Line Items

Warning: This setting does not apply to quotes with a total value of zero.

If your quote contains line items with zero value, you can choose to hide them in the quote’s PDF or in the Customer Portal. These line items will still be visible when viewing or editing the quote. Here’s how:

In the General tab, mark Hide zero-value line items under Zero-value line items.
Scroll down and click Save.

Now, zero-value line items are hidden in the quote’s PDF and Customer Portal but remain visible when you view or edit the quote.

Fields in a Quote

You can enable/disable the following fields to be displayed on your quotes:

Customer Notes
Terms & Conditions
Address

Terms & Conditions

Enter the Terms and Conditions of your business to be displayed in your quotes.

Customer Notes

Enter any notes that you want to display in your quotes for your customers.

After configuring the desired preferences, click Save on the bottom of the page.

Field Customization

You can add multiple custom fields for the Quotes module and assign different data types for each of them. Learn more about Field Customization.

Custom Buttons & Links

You can create new buttons in the Quotes module to perform specific actions for your transactions, or to open external links. You can create them using deluge script and execute actions based on the functions you add. Learn more about Custom Buttons & Links.