Use this workflow to print, email, edit, mark lost, or convert an open quote.
When to use this workflow
Manage a quote when follow-up work is needed after the quote has already been created. Typical actions include sending a quote to the recipient, correcting quote details before acceptance, marking a quote lost, or converting an accepted quote to a Sales Order.
Before you start
Confirm the quote is still open if you plan to edit, mark lost, or convert it.
For quote email, confirm the recipient email is correct.
For quote-to-order conversion, confirm the bill-to and ship-to addresses, lines, payment terms, shipping method, and customer information are correct.
Managing open quotes
- Open Dashboard > CRM > Quotes.
- Select
Open Quotes. - Find the quote.
- Expand the quote row.
- Choose the needed action:
| Action | Use it for |
|---|---|
Print Quote |
Open the quote PDF. |
Email Quote |
Send the quote PDF by email. |
Edit Quote |
Update quote header, addresses, terms, notes, discounts, shipping charge, and lines. |
Convert to Order |
Create a Sales Order from an accepted quote. |
Mark Lost |
Close a quote that should no longer be pursued. |
What happens behind the scenes
Printing retrieves a PDF and does not change the quote.
Emailing a quote sends through the configured email system, writes an email log, and creates a completed CRM email activity tied to the customer or prospect.
Editing a quote saves updated header information and replaces the quote's line set with the edited line set.
Marking a quote lost updates the quote status to Lost and stores the won/lost date.
Converting a quote to an order creates a Sales Order using quote customer, address, terms, shipping, discount, shipping charge, header notes, and lines. PAX then marks the quote Converted, stores the new order number on the quote, records the won/lost date, and opens the Sales Order PDF.
If the quote belongs to a prospect, PAX first opens the prospect conversion workflow. After conversion, PAX updates the quote from prospect-based to customer-based and continues order creation.
Quote management does not ship inventory, create invoice lines, or post accounting. Those happen later through Sales Order, shipment, fulfillment, invoicing, and payment workflows.
Troubleshooting
Edit Quote is not available
Likely cause: The quote may no longer be open or editable.
Safe fix: Review the quote status in Quote History before making a new quote.
Contact support if: The quote should be editable but PAX blocks it.
Mark Lost was used by mistake
Likely cause: Marking lost updates the quote status.
Safe fix: Do not create a duplicate quote immediately. Review the quote in Quote History and contact support if the status needs correction.
Contact support if: A lost quote needs to be reopened or corrected.
Convert to Order creates the wrong customer prompt
Likely cause: The quote is tied to a prospect, and orders require customers.
Safe fix: Complete the prospect conversion carefully with the correct customer code.
Contact support if: The prospect was already converted but PAX still prompts for conversion.
The order PDF does not open after conversion
Likely cause: The browser blocked the new PDF tab.
Safe fix: Allow popups for PAX and review the order from Sales > Open Orders.
Contact support if: The quote says converted but the order cannot be found.