Creating Quotations

Quotations let you send a formal price proposal to a customer before committing to an invoice. They list the products or services you are offering, the prices, and the terms. Once the customer agrees, you can convert the quotation into an invoice or a contract with a single click.

Creating a Quotation

1. Navigate to Sales > Quotations in the sidebar.
2. Click Create Quotation.
3. Select the customer you are quoting for, or create a new customer inline.
4. Set the quotation date (defaults to today).
5. Set the expiration date -- the date after which the quoted prices are no longer valid.
6. Add line items (see below).
7. Add any notes or terms and conditions that should appear on the quotation.
8. Click Save.

The quotation is created in Draft status.

Adding Line Items

Line items on a quotation work the same way as on an invoice:

• From catalog -- search for a product by name, SKU, or barcode. The description, price, and tax settings auto-fill.
• Manual entry -- type a custom description and enter the price directly.

For each line item, you can set:

Field	Description
Product	Optional. Select from the catalog or leave blank for manual entry.
Description	Text description of the item or service.
Quantity	Number of units being quoted.
Unit Price	Price per unit.
Discount	Percentage or fixed-amount discount per line.
Tax Rate	VAT rate (defaults to 15%).

The subtotal, tax, and total are calculated automatically as you add items.

Setting Expiration Dates

Every quotation should have an expiration date. This tells the customer how long the quoted prices are valid. After the expiration date:

• The quotation remains visible in Shaari but is marked as expired.
• You can still convert an expired quotation, but you may want to update the pricing first.

tip

Set realistic expiration dates based on your industry. Common periods are 7, 14, or 30 days. For volatile pricing (e.g., commodities or construction materials), shorter expiration windows protect you from price changes.

Preview and PDF Generation

Before sending a quotation to a customer, preview it to make sure everything looks right:

1. Open the quotation.
2. Click Preview to see the formatted version with your company branding.
3. Click Download PDF to generate a PDF file.

The PDF includes:

• Your company logo and contact details.
• Customer information.
• A numbered list of line items with descriptions, quantities, prices, and totals.
• Subtotal, tax breakdown, and grand total.
• Notes and terms and conditions.
• Expiration date.

Sharing Quotations with Customers

You can share the quotation with your customer by downloading the PDF and sending it through any channel you prefer (WhatsApp, email, messaging apps, or hand delivery).

Draft vs Confirmed Status

Quotations follow a simple two-step workflow:

Draft

A newly created quotation starts in Draft status. In this state:

• All fields are fully editable.
• The quotation has not been shared with the customer.
• You can make unlimited changes.

Confirmed

When you are satisfied with the quotation, change its status to Confirmed:

• This indicates the quotation has been finalized and shared with the customer.
• Confirmed quotations can be converted to invoices or contracts.
• The quotation details are locked to preserve the record of what was offered.

Cancelled

If a quotation is no longer valid (the customer declined, or you need to start over):

• Change the status to Cancelled.
• Cancelled quotations remain in your records for reference but cannot be converted.

note

You can only convert confirmed quotations to invoices or contracts. Make sure to confirm the quotation after the customer agrees to the terms.