Quotes & Proforma

Use Quotes to send price estimates to customers before they pay. When a customer approves, convert the quote into a full invoice — without re-entering line items.

In Beentara:

• Quotes list: Sales → Quotes (/quotes)
• Create quote: New Quote (/new-quote) or New quote on the list page
• Edit quote: Edit on a row → /edit-quote/:id

Quotes and proforma list with filters, table, and New quote button

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Quotes list (/quotes)

The quotes page is your hub for every estimate you have sent or are still drafting.

Opening the page

1. Open the sidebar under Sales → Quotes.
2. Or go directly to /quotes.

You need billing.read permission (admins always have access).

Page header

Action	Purpose
Invoices	Go back to the main invoices list (/invoice)
Search	Find quotes by number or customer name
New quote	Open the create form at /new-quote

Filters and sorting

Status filter, document type, sort order, and Export CSV

Control	Options
Status	All, Draft, Sent, Expiring soon, Expired, Converted
Document type	Quote & proforma, Quotes only, Proforma only
Sort	Newest/oldest, valid-until date, amount, customer A-Z
Export CSV	Download the current list (or selected rows)

Quote statuses

Status	Meaning
Draft	Saved but not sent to the customer
Sent	Published and shared with the customer
Expiring soon	Sent and valid-until date is within 7 days
Expired	Past the valid-until date
Converted	Already turned into an invoice

Table columns

Column	Description
Quote #	Quotation number (prefix QUO)
Type	Quote or Proforma
Customer	Customer or CRM lead name
Date	Quotation date
Valid until	Expiry date (shows days left if expiring soon)
Amount	Grand total
Status	Lifecycle badge
Actions	View, PDF, Edit, Resend, Duplicate, Convert, etc.

Row actions

Action	When available	What it does
View	Always	Open quote detail (/invoice-detail/:id)
PDF	Always	Download PDF from detail page
Edit	Not converted	Open /edit-quote/:id
Resend	Sent or expired	Email and/or WhatsApp the quote again (registers delivery email for portal OTP)
Duplicate	Not converted	Copy into a new quote at /new-quote
Convert	Not converted	Turn into an invoice (optional email/WhatsApp)
View invoice	Converted	Open the linked invoice

Bulk actions

Select rows with the checkbox column, then:

• Delete drafts — remove selected draft quotes
• Resend selected — resend sent/expired quotes in bulk
• Clear selection

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Create a quote (/new-quote)

Use this page to build a new quotation or proforma invoice from scratch.

Quotation details, line items, notes, and Send quote button

Opening the form

Entry point	Path
Sidebar New Quote	/new-quote
List page New quote	/new-quote
Empty state Create your first quote	/new-quote
Duplicate on a row	/new-quote (pre-filled copy)
CRM lead (with lead context)	/new-quote?leadId={id}

You need billing.create permission.

Header actions

Button	Purpose
Cancel	Return to /quotes without saving
Save draft	Save as Draft — not sent yet
Send quote	Publish and optionally email/WhatsApp the customer

When editing, Send quote becomes Update.

1. Quotation details

Field	Description
Document type	Quotation or Proforma invoice
Quotation name	Select a customer, CRM lead, or add a new customer
Quotation number	Auto-generated (QUO prefix + number)
Quotation date	Date on the document
Validity period	Presets like 15-net, 30-net, end of month
Valid until	Expiry date (required when sending)
P.O. number	Optional purchase order reference

2. Line items

• Add products or services with quantity, rate, discount, and tax.
• In quote mode, AI suggestions may appear based on CRM lead context — tap suggestions to add lines quickly.

Package options on quotes

Use line kinds when the customer should pick packages instead of paying for every alternative:

Kind	Behavior
Standard	Always included in the quote total
Alternative	Same option group — customer picks one (e.g. Package A vs B)
Optional add-on	Customer can include or exclude from total

On the quote:

• Set option group label (shown in portal as “Option 1”, etc.).
• Mark which alternative is the default in group for first send.
• Grand total counts standard lines + selected alternative per group + optional lines marked included — not every alternative row.

When the quote is published and shared:

• Email can include Choose options online → customer portal quote page.
• Customer Save my choices updates totals and notifies your team.
• Download PDF from admin or portal shows only lines in the customer’s package (after selections).

Portal guide: Customer portal — Quotes

3. Notes & totals

• Customer note — message shown on the quote.
• Shipping charge — added to the total.
• Review subtotal, tax, and grand total.

4. Delivery options (when sending)

When you click Send quote, you can:

• Email the quote PDF to the customer
• Send the quote via WhatsApp (includes the customer portal quote link; PDF stays on email)

Beentara validates that the customer has email/phone when those options are checked.

After saving

Scenario	Redirect
Normal save	Back to /quotes
Quote linked to CRM lead (?leadId=)	/crm-message?id={leadId}

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Edit a quote (/edit-quote/:id)

Same form as New quote, but loaded with existing data.

1. On /quotes, click Edit on a row (not available for converted quotes).
2. Update line items, dates, or notes.
3. Save draft or Update (republish/send).

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Convert quote to invoice

When the customer approves:

Confirm conversion and choose how to notify the customer

1. On /quotes, click Convert on the row (or use Convert to invoice on the detail page).
2. Choose whether to email/WhatsApp the new invoice.
3. Beentara creates the invoice and marks the quote Converted.
4. Use View invoice to open the new invoice.

Line items, customer, and amounts carry over — no duplicate data entry.

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Resend a quote

For quotes already sent or expired:

1. Click Resend on the row.
2. Choose Email and/or WhatsApp.
3. Confirm — the customer receives the quote again.

Works for single quotes or bulk-selected rows.

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Document types

Type	Use when
Quotation	Standard price estimate
Proforma invoice	Formal proforma before payment

Both appear on /quotes and follow the same create/edit/convert flow.

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CRM integration

When you create a quote from a CRM lead (/new-quote?leadId=...):

• The lead is pre-selected as Quotation name.
• Lead notes feed AI quote suggestions.
• After save, you return to the CRM message view for that lead.

Quotes for a lead also appear in the CRM billing panel.

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Daily workflow tips

1. Draft first — save as draft while you confirm prices, then Send quote when ready.
2. Watch Expiring soon — follow up before quotes expire.
3. Duplicate similar quotes instead of starting from scratch.
4. Convert as soon as the customer confirms — keeps billing in sync.
5. Export CSV for reporting or sharing with your accountant.

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Related guides

Feature	Guide
Dashboard	How to use the Dashboard
Orders	How to use Orders
Auto-billing	How to use Auto-billing
Invoices	How to use Invoices
WhatsApp billing	WhatsApp (AiSensy)
Customer portal	Customer portal