Understanding Quote Status Follow

There are several statuses aligned with the Quotes when created in Salesmate. When you create and send a quote, its status will change depending on what happens. Let us discuss those statuses in this help article.

Topics Covered

• Draft
• Pending Approval
• Approved
• Rejected
• Published
• Viewed
• Declined
• Declined
• Expired
• Completed

Draft

• When a quote is created, it starts in the "Draft" status.
• If Quote Approval is Enabled:
  • Users will see a "Send for Approval" button.
  • Clicking this button changes the status to Pending Approval.
• If Quote Approval is Disabled:
  • Users will see a "Send" button.
  • Clicking this button changes the status to Published.
• The ‘Send Reminder’ button is not visible in this stage.

Pending Approval

• A quote enters Pending Approval when it is assigned to someone for approval.
• During this stage, the quote is locked for editing by anyone except the person with approval rights.
• The creator or the person who sent the quote for approval will see the following option:
  • Recall
    • This button allows the quote to be recalled, unlocking it for editing.
    • It is useful if you need to correct a mistake in the quote and resubmit it for approval.
• The  Send Reminder option will not be available during this status.

Approved

• The status is set to Approved once the necessary authorities have approved the quote.
• As mentioned earlier, the “Send” button will appear on the screen.
• The quote will remain locked and cannot be edited.
• The Send Reminder option will not be visible at this stage.

Rejected

• The status is set to Rejected when the necessary authorities reject the quote.
• A rejected quote is similar to a Draft status, it requires changes before it can be resubmitted for approval.
• A rejected quote cannot be sent to the customer.
• The quote will be reopened for any necessary modifications.
• The Send Reminder option will not be visible at this stage.

Published

• The status is set to Published when the quote is shared with the customer.
• You will see the following options:
  • Recall
    • This button is available only if the customer still needs to sign the quote. If all signatories have signed, the Recall button will no longer appear.

Viewed

• The status is marked as Viewed when one or more customers view the quote.
• Once all signatories have signed and the quote is marked as completed, the status will not revert to Viewed even if the quote is accessed again.
• You can still use the Recall button to bring the quote back into edit mode.
  • This will hide the quote from the customer.
  • The quote status will be reset to Draft.

Declined

• The status is marked as Declined when any signatory refuses to sign, or if a user manually marks the document as declined.
• Once a quote or document is declined, it cannot be edited, recalled, or re-sent for approval.
• To continue with the document, you will need to clone it and work with the new version.
• The Send Reminder option will not be visible in this status.

Expired

• The status is marked as Expired when the customer does not accept the quote by the expiration date.
• Once a quote expires, you can only recall it to adjust the expiration date if not all signatories have signed it.
• The Send Reminder option will not be visible in this status.

Completed

• The status is marked as Completed once all required signatures are received on the quote.
• The Send Reminder option will no longer be visible in this status.
• Once a quote is completed (i.e., signed by all parties), an email will be sent to each signer notifying them that the quote is completed and available for download.
• Even if the expiration date is reached, a completed quote’s status will not change to expired.

Canceled