Creating, Sending, and Tracking Quotes
Turn submissions into commercial quotes and follow them through to customer response
Quotes are where WinFactor moves from product configuration into commercial action.
Creating a quote
Start from a submission and create a draft quote.
At this stage you usually review:
- line items
- tax rate
- validity
- notes or terms
- internal reference
Line items
Line items can be:
- entered manually
- auto-filled from your pricing rules with one click, when pricing is configured for the template
The row total is calculated from quantity and unit price. Treat it as an output, not a field you type into directly.
Auto-fill is non-destructive to start from: apply it, then adjust descriptions, add labor or delivery lines, and re-order as needed. If you already typed meaningful line items, auto-fill asks before replacing them. Clicking auto-fill again always pulls the freshest calculation.
When your own systems do the pricing
Organizations using live pricing events (Pro and up) see an extra layer here: if your external system confirmed pricing for this exact configuration, auto-fill uses those confirmed line items instead of the standard calculation, and a status banner above the form shows where things stand — waiting for your external system, confirmed, timed out, or stale (the configuration changed since confirmation, with a refresh button to re-request). If you try to send while a confirmation is still pending, WinFactor asks first — the line items might be about to change.
Sending a quote
The send dialog lets you confirm the customer's email, add extra recipients, and optionally send a copy to your own team. Before sending:
- save the quote
- wait for the PDF to finish generating (you can preview it first)
- verify recipients
- re-read the notes or terms one last time
The customer receives an email with a secure link to the online quote page — where they can review, download the PDF, and accept or reject. The validity countdown is tied to the quote's send timing, so do not treat send date and creation date as interchangeable.
Tracking quote status
A quote can move through statuses such as:
- draft
- sent
- viewed
- accepted
- rejected
- expired
These statuses help your team decide when to follow up and when to move on.
Version history
Editing a quote after it has been sent creates a new version: the previous state is preserved in the quote's history, the version number increments, the status returns to draft, and the PDF regenerates on the next save. The customer's link always shows the latest sent version.
Treat each version as a new commercial state, not a cosmetic update — and re-send after revising, or the customer keeps seeing the old version.
Operational realities
- PDF generation can take time
- customer acceptance and rejection should be treated as final actions in the quote page
- if a quote expires, your team may need to create or send an updated commercial offer rather than trying to reuse the old one unchanged