A quote is a priced proposal you give a customer before they commit to buy. In VentryHub, a quote is the first stage of a sale — the same record that later becomes the order, fulfilment and invoice.

Use a quote when the customer wants pricing confirmed, when terms are being negotiated, or when you need an internal approval step before an order can be authorised. If the customer is already ready to buy, you can skip the quote and go straight to the order instead — see Creating a sale order directly.

Before you start

You need:

• Sale — Quotes & Orders full access (SaleQuoteOrderFA). Read-only (SaleQuoteOrderRO) users can view but not create.
• A customer record. If the customer doesn't exist yet, you can create one from inside the quote (see step 2).
• At least one active product or product family that you can add as a line.

If the customer is on credit hold, you can still create and save the quote — the credit check runs when you authorise it, and may park the quote at On Credit Hold until a user with Override Credit Hold releases it — see Authorising a quote and converting to an order.

If New sales are blocked for this customer is set on the customer record, saving is prevented entirely; clear the block on the customer record first.

Create a quote

1. Open the sales module and start a new sale

From the main sidebar, open Sale. On any of the top tabs — Dashboard, Sales, Quotes, or Orders — click New Sale in the top right of the page header.

The editor opens in create mode on the Quote tab. In create mode only Quote, Order and Attachments tabs are visible in the side navigation; the downstream tabs (Fulfillment Plan, Fulfillments, Invoices, Credit Notes) appear once the order has been authorised.

2. Select the customer

In the customer search field at the top of the quote, start typing the customer name or code. Pick the customer from the dropdown.

If the customer doesn't exist yet, click New customer to create one. The customer drawer opens — fill in the customer details, save, and VentryHub returns you to the quote with the new customer selected.

Once a customer is selected, VentryHub populates:

• Billing address and contact — from the customer's default billing details
• Shipping address and contact — from the customer's default shipping details

3. Confirm or change billing and shipping

Review the auto-filled billing and shipping. Both are shown on the status plate at the top of the quote.

• To ship to a different recipient (not the billing contact), use Ship to a different recipient.
• To change the shipping address to another address on this customer, click the shipping address field and pick one, or add a new one with New address.
• To change the shipping contact, click the contact field and pick one, or add a new one with New contact.
• To add instructions for the person packing or delivering the shipment, click Add shipping instructions.

Billing changes are limited to the addresses and contacts on the selected customer; you can't invoice a different legal entity from the quote.

4. Add product lines

In the line grid below the status plate, add each product the customer wants:

• A single product. Type into the product cell on an empty line. Pick the product from the dropdown. Set quantity and unit of measure.
• A product with variants (size × colour, etc.). Click Add Family above the grid. In the dialog, search for the product family, then enter quantities for each variant — either in the Matrix view (grid of variants by two attributes) or the List view (one row per variant). Click Update to add the lines to the quote.
• A product that doesn't exist yet. Open the quick product create drawer from the line, fill in the required product details, save, and the new product is added to the quote line immediately.

For each line, VentryHub fills in the sale price from the customer's assigned price tier where one is set. You can override the price per line if the customer has agreed a different price for this quote.

5. Add an internal note (optional)

Internal notes are visible to your team only — they do not appear on the quote PDF or any customer-facing document.

Click Add internal note on the status plate and enter the note. It will show on the quote and copy forward to the order when authorised.

6. Save the quote

Click Save in the top right of the page header.

VentryHub validates the quote and shows one of:

• Created — the quote has been saved as a new draft with a quote number. The URL updates to /sale/view/<id>/quote.
• Saved — the quote has been updated.
• Validation error — one or more fields need to be fixed. The affected fields are highlighted; correct them and save again.
• Nothing to save — no changes since the last save.

The quote is now saved as a draft. It is not visible to the customer yet, and no stock is reserved.

What happens next

Once the quote is saved:

• The quote appears in Sale → Quotes with status Draft.
• The quote can be exported to a PDF and sent to the customer.
  ? Screenshot needed: PDF/email action from quote header — placeholder, confirm exact entry point
• When the customer confirms, you authorise the quote to promote it to an order. See Authorising a quote and converting to an order.
• Until authorised, you can continue to edit the quote freely.

If the customer decides not to proceed, keep the quote as a draft indefinitely (it does not expire automatically). Valid Till defaults to the quote date plus your organisation's quote validity days, and you can change it. It's printed on the quote for the customer's reference, but it doesn't expire the quote or change its status.

Reject Quote and Undo Quote are only offered after the quote has been authorised or parked on credit hold — they are not available on a Draft quote. To abandon a draft, void the sale at the sale level or clear its lines and leave it. See Undo, reject and void for the full availability rules.

See also

• Authorising a quote and converting to an order
• Creating a sale order directly — skip the quote stage
• Undo, reject and void
• Managing customers (link pending: customer module article)
• Pricing and price tiers (link pending: admin article)