How to Create Quote

Last reviewed: June 9, 2026

llms-full.txt
On this page

Use this workflow to create a quote for an existing customer or prospect.

When to use this workflow

Create a quote when a customer or prospect needs pricing before placing an order. If the company is a prospect and later accepts the quote, PAX can convert the prospect and quote into the normal Sales Order workflow.

Before you start

Confirm the customer or prospect exists and has usable bill-to and ship-to addresses.

Have the part numbers, quantities, pricing, discount information, terms, shipping method, and quote notes ready.

Steps

  1. Open Dashboard > CRM > Quotes.
  2. Select New Quote.
  3. Choose Existing Customer or Prospect.
  4. Search for and select the company.
  5. Confirm Quote Date and Expiration Date.
  6. Enter Customer PO if applicable.
  7. Select Bill To and Ship To addresses.
  8. Confirm Payment Terms and Shipping Method.
  9. Enter Quote Discount (%), Customer Shipping Charge, and Header Notes if needed.
  10. Add quote lines with part number, quantity, price, discount, and line notes as needed.
  11. Select the create/save quote action.
  12. Review the generated quote PDF.
  13. When PAX asks whether to email the quote, choose the appropriate response.

What happens behind the scenes

PAX validates that the quote is for exactly one recipient: either a customer or a prospect.

PAX validates addresses, payment terms, and quote lines before saving.

PAX creates the quote header and lines. The quote starts as an open quote.

PAX opens the quote PDF after the quote is created.

If the quote is emailed, PAX uses the active quote email template and email configuration, attaches the quote PDF, writes an email log, and creates a completed CRM email activity tied to the customer or prospect.

Creating a quote does not create a Sales Order, ship inventory, create invoice lines, or post accounting.

Troubleshooting

The customer or prospect cannot be found

Likely cause: The company has not been created yet or is filtered out of the search.

Safe fix: Add the prospect or customer first, then return to New Quote.

Contact support if: The company exists but cannot be selected.

Payment terms are missing

Likely cause: The selected customer or prospect does not provide a default, or no terms were selected.

Safe fix: Select the correct Payment Terms before saving.

Contact support if: Valid terms are missing from the list.

Quote email fails

Likely cause: Missing recipient email, missing email configuration, inactive quote email template, or invalid recipient formatting.

Safe fix: Confirm the recipient email and ask an admin to verify email settings and templates.

Contact support if: Setup is correct but PAX cannot send the quote.

The quote should become an order

Likely cause: Quote creation and order creation are separate workflows.

Safe fix: Use Open Quotes, expand the quote, and select Convert to Order.

Contact support if: The quote is accepted but cannot be converted.

Was this page helpful?

Vote *