POS User GuideDocs

Quotations

Prepare a formal priced offer for an existing customer or a new prospect, share a secure response link, record views and decisions, create revisions, print or download a PDF, then convert an accepted quotation into a real sale.

Who uses itSales staff preparing offers; managers reviewing and converting accepted work.
Stock effectNone while quoting. Stock and batches are checked only when conversion creates the sale.
Where to find itOpen Sales → Quotations, or go to /admin/quotations.

Understand the statuses

StatusMeaning
DraftEditable working copy that has not been prepared for customer sharing.
SentA secure share link is available and the customer can respond.
Accepted / DeclinedThe customer or authorized staff recorded the response.
ExpiredThe valid-until date passed; create a revision before continuing.
CancelledClosed by staff; the public response and conversion actions are unavailable.
SupersededReplaced by a newer revision. Continue with the linked latest revision.
ConvertedA real POS sale was created and linked to this quotation.
Quotation list with number, customer, store, owner, dates, status and total
Search and filter quotations by number, customer, product, SKU, status or date.

Create a quotation

  1. Click "New quotation" and choose the store

    The quotation number follows Settings → Numbering. Once issued, the store cannot be silently changed.

  2. Choose a customer or prospect

    Select an existing customer and address, or use prospect details for someone not yet in your customer list. A prospect quotation does not silently create a customer account.

  3. Set the dates and delivery details

    Enter issue date, valid-until date and optional expected delivery, billing and shipping details.

  4. Add products

    Search by product name, SKU or barcode, type/scan a barcode, or use the camera. Select the exact variant, quantity, price/discount allowed by your permissions and optional line note.

  5. Add terms and notes

    Customer terms and notes appear on the document. Internal notes remain staff-only and never appear on the public quotation or PDF.

  6. Review totals and save

    The server calculates current pricing, customer discount and tax. Save as a draft; stock, reservations, batches, accounting, customer balance and cash drawer remain unchanged.

New quotation form with customer details, product lines, validity, terms and totals
Build the offer with current product, pricing and tax rules—without moving stock.

Share and record the customer's response

  1. Open the quotation and create its share link

    Click Create share link. Copy the secure URL or open WhatsApp with a message containing the quotation number and link.

  2. The customer opens the public document

    No POS login is required. The page shows company/customer details, items, tax, total, terms and validity, but never internal notes or admin navigation. Each genuine view is recorded in activity.

  3. The customer accepts or declines

    The response is recorded once and updates the quotation. Expired, cancelled or superseded quotations cannot respond as though they were current.

  4. Print or download when needed

    View / print and Download PDF provide a formal document marked as a quotation—not a tax invoice—and remind the customer that stock is not reserved.

Public customer quotation document with items, totals, validity and accept or decline buttons
The signed-out customer document can record a response without exposing private staff notes.

Revise instead of overwriting history

Use Create revision for a sent, accepted or declined quotation that needs new quantities, prices, dates or terms. Hyper POS creates a new draft revision, marks the earlier document Superseded, and links the history. The superseded document cannot be converted even if its old link or conversion URL is opened directly.

Convert an accepted quotation to a sale

  1. Open the current accepted quotation

    Expired, cancelled, declined, superseded or already converted records cannot be converted.

  2. Click "Convert to sale"

    Quoted unit prices and discounts are honoured, but current tax rules are recalculated. If tax changed since quoting, the screen warns you and shows the current payable total.

  3. Review stock and payment

    Hyper POS validates products, variants, eligible batches, current stock, credit limits and payment totals before posting anything. A walk-in/prospect conversion must be paid in full.

  4. Complete the sale

    For an existing customer, leave payment empty only when the entire allowed amount should go to their customer balance. Otherwise add one or more payment rows and complete.

  5. Verify the linked sale

    The quotation becomes Converted and links to exactly one sale. Stock, payments and accounting post through the normal sale workflow.

A quotation never promises current stock

If stock, a variant or every eligible batch disappeared after quoting, conversion stops cleanly and leaves the quotation unconverted. Receive or transfer the correct stock, then try again.

Visibility and permissions

  • View own shows quotations created by that user in accessible stores; View all follows the user's accessible stores.
  • Creating, editing, discounting, responding, revising, cancelling and converting are separately permission-gated where applicable.
  • The customer's detail page includes a Quotations tab for that customer's accessible documents.
  • Store access and quotation state are enforced on the server, not only by hiding buttons.

Tips

  • Set realistic validity dates and delivery expectations.
  • Use customer-facing notes for conditions the buyer needs; use internal notes for private handover details.
  • Revise a shared quotation rather than changing its historical version.
  • Check the activity timeline before following up—it records sharing, views, responses, revisions and conversion.
  • Cancel a quotation that should never be accepted or converted.

Related: Customers · Products · Sales history · Payments · Numbering settings