Skip to content

Early-bird: RM 249.00 (normally RM 349.00) · 92 of 100 slots left Claim yours

Orbit Finance
ENBM
Download free

App guides · Quotations

How to create and manage a customer quotation

The Quotations module lets you offer prices to customers before work is agreed. It tracks the deal from draft to accepted or lost. Because it is only an offer, it does not post to your accounts. You can convert a won quote into a sale order or invoice to start billing.

Checked against Orbit Finance · 6 November 2026

What is a quotation for?

A quotation is a price proposal that binds nobody until accepted. It lists items, prices, and validity. It sits at the head of the pipeline: quotation, sale order, delivery order, invoice. The quotation itself never posts. Once converted, the invoice follows normal invoice posting: automatic by default in a real company, manual by default in a practice company.

How do I write a new quotation?

  1. Press New. The title is pre-filled with Quotation and the number has a QUO prefix. Both can be typed over.
  2. Pick the Customer. If new, type the name and use the Add option to create them without leaving the page.
  3. Set the Date. Check Valid until and Valid for (days). These fields keep each other in step automatically.
  4. Add a line for each item. Pick a product or type a description, then set quantity, unit, and unit price. Press Add line for more.
  5. Optionally open the Margin calculator to work backwards from desired profit. It is advice only and changes no total until you insert the price.
  6. Save. The quotation is stored as a Draft.

How do I track the deal status?

  1. Click the row to open the preview. Use the status dropdown in the preview bar to change the status.
  2. Use the Edit button beside Save PDF to correct figures without closing the preview.
  3. Move the quotation through Draft, Sent, Viewed, Negotiating, Revised, then Accepted, Lost, or Cancelled.
  4. If choosing Lost, type a reason. The date is stamped once and does not move if marked lost again.
  5. If marking Accepted, you may be offered to open a Project from it if the Projects module is on.

How do I convert a won quotation?

  1. Open the row and use To sale order, or To invoice if billing straight away.
  2. The conversion copies customer, lines, units, tax codes, and SST exemption to a new document. The quotation is stamped Converted and locked.
  3. Use Invoice in instalments for staged billing. Choose equal stages or percentages, see exact ringgit and dates, and each stage becomes its own invoice.

How do I quote the same thing again?

  1. Use Duplicate on any quotation, including converted or lost ones.
  2. The copy takes customer, lines, discount, notes, and margin plan. It draws a fresh number, dates itself today, and starts as a Draft.
  3. It opens straight away so you can adjust quantities and send it.

What this does to your books

A quotation changes nothing in your books. Nobody owes anybody yet, no goods have moved, and no income has been earned. Your Profit and Loss will not show a single ringgit of it.
Screen looks different? Update to the latest version from the Downloads page. Baca dalam Bahasa Melayu

Questions, answered

Why is my quotation not showing in Profit and Loss?

A quotation is only an offer and does not post to your accounts. Income is recorded only when earned and reasonably certain, which happens when you invoice. It is correct accounting that the quote does not appear in your books.

Can I edit a quotation after converting it to an invoice?

No. A converted quotation is locked. Edit and Delete both refuse it because the downstream document was copied from those lines. Converting also dates the new invoice today, not on the quotation date.

What happens when a quotation expires?

Orbit flags a still-open quotation past its validity date as expired. This helps you see which offers have gone stale. You are free to requote after the validity period, which matters when your own costs move.