Recording Supplier Quotes
Record a quotation you received, tie it to the client and project, and re-bill it as a draft invoice.
Recording Supplier Quotes
A supplier quote is a quotation you received — from a wholesaler, a manufacturer, a subcontractor — recorded the same way you record an estimate you send. It remembers which client and project it was requested for, so when the job goes ahead the goods can be re-billed to that client in one click, and every quoted price joins the product's price history.
Supplier Quotes live under Purchases → Supplier Quotes. They are available to managers and owners and need no feature toggle.
Recording a Quote
- Go to Purchases → Supplier Quotes and click Quote
- Pick the Supplier — type two letters to search, or choose Add new to create one on the spot
- Enter the supplier's own quotation number under Reference
- Choose the Client the quotation was requested for, then the Project — the project list shows only that client's projects
- Set the Quote Date (today by default) and Valid Until (30 days by default) — the expiry decides when the quote shows as Expired
- Add the lines, then Save
Adding Lines
Search products or services in the box above the table and click a result to add it. A catalogue line starts from the item's list cost, not its selling price — you then type the price the supplier actually quoted. Add Custom Item adds a free-text line for anything not in your catalogue.
Each line has a price, quantity and a discount amount; on a VAT-registered company also a tax rate. Below the table you can set a Document Discount (fixed or percentage) and Delivery, and the totals follow.
If a product or service does not exist yet, Create product / Create service under the search results saves it and adds it to the quote in one go. The quoted net price becomes the item's cost, and its selling price starts equal to it until you change it.
Valid, Expired, Invoiced
| Status | Meaning |
|---|---|
| Valid | Not yet re-billed, and the Valid Until date has not passed |
| Expired | Not yet re-billed, and the Valid Until date has passed |
| Invoiced | Re-billed to the client — the quote page links to the invoice |
The index filters by supplier, client, status and date range, and the four cards at the top (Total Value, Valid, Invoiced, Quotes) follow whatever filters are active.
Re-billing the Quote to Your Client
On the quote page, Create Invoice creates a draft invoice to the client with the same lines, quantities, prices, discount and delivery. The invoice is dated today and due in 30 days; edit it before sending if you want to add your margin or change anything. The quote then shows Invoiced and links to the invoice.
The button is disabled until the quote has a Client — open Edit and set the client the quotation was requested for. A quote can be re-billed once; Duplicate gives you a fresh copy if you need to bill again.
Where Quoted Prices Show Up
Product lines from supplier quotes feed the product's Pricing tab: a Lowest quoted card (supplier, date, reference) and a Quoted column in the supplier comparison table. Suppliers that have only quoted, never billed, appear there as Quote only.
The same figures surface where you buy and sell: the Purchase Order editor shows Best known or Cheaper at … under each product line, and the Estimate editor shows the cost and margin next to each line. Custom lines do not take part — only lines linked to a product.
Deleting a supplier quote removes its lines from the product price history as well. A supplier quote never posts to the ledger; only the invoice you create from it does.