Create a new version of a quote
Add a version from the quote or the order's current data to send a new proposal, and switch the active version when the client changes their mind.
People with the «Sales» permission in edit mode. With view mode you can open and download quotes, but not change them.
Landmark Venues has seen the quote and wants 20 more chairs. Instead of editing what they've already read, you send them a new : same quote, same number, with the old offer kept in the history.
Before you start
The quote doesn't follow the order on its own. If the change belongs on the order too, make it there first: on the chairs' line, change 120 to 140 and save the order. The new version can then take the order's current data.
Add the new version
- Open the quote On the Landmark Venues quote, go to the «Versions» card.
- Click «Add» The «New version» window opens.
- Choose where the data comes from Pick «From current order data» to bring in the 140 chairs. «From current quote version» copies the active version instead.
- Review the version The editor opens as “Create Quote #12 (v1 → v2)”. Adjust what you need.
- Save it Click «Save», or «Save as draft». The version doesn't exist until you do.
v2 is now the quote's active version. Along the way:
- v2 starts as «Pending», or a draft depending on the button you clicked.
- Every version that was «Pending», here v1, became . Confirmed and cancelled versions keep their status.
- No new number is used: v1 and v2 share the quote's number.
- The quote's and its links to the order and project stay as they were.
- In the order's «Documents» card, the quote now shows «v2/2».
Note: The window warns «If the order has been modified since the quote was created, the data may differ.» That's the point of «From current order data»: it's how changes made on the order reach the quote.
What happens next
Send the new version to the client. They'll see it as the current one in the portal, and only it can be signed. See Send a quote to the client.
Other ways to add a version
From the order
On an order that already has a quote, «Documents» → «Add» → «Quote» adds a version to the order's first quote, with the order's current data. The «Create quote» window says which, for example “Version 3 will be created” when the quote has two.
On a quote with no order
On a quote created from «Sales», «Versions» → «Add» goes straight to the editor with a copy of the active version.
Change the active version of a quote
If the client decides the earlier offer was better, you can make it the active version again.
- Open the version history In the «Versions» card, click «Current version». The «Version history» lists every version with its total, date and status.
- Preview it, if you like The eye icon opens a version's PDF without changing anything.
- Choose the version Click the version you want. «Change active version» opens.
- Confirm Click «Change version».
- The chosen version becomes the active one and goes back to «Pending», whatever its status was.
- The version that was active keeps its status.
- Advance payments and links don't change.
Check for two confirmed versions
If the version you leave was «Confirmed», it stays confirmed even though it's no longer active. Cancel it, or confirm the version you've just activated, which supersedes all the others.
If something looks wrong
| What happens | Why | What to do |
|---|---|---|
| The previous version shows «Superseded» though nobody confirmed anything | Adding a version supersedes the pending ones. | Make it active again if it was the right one. |
| A confirmed version is «Pending» again | You activated another version and then went back to it. | Confirm it again. |
| The new version doesn't have the order's changes | It was created «From current quote version». | Add another version «From current order data». |
Frequently asked questions
No. All versions share the quote's number and are told apart as v1, v2 and so on.
No. In the portal they can look at the other versions, but only you can change the active one.