Products and quotes

With quotes you send a customer a clear offer in a few clicks: lines from your product catalog or free lines, discounts within your role's limit, tax, a validity date and your terms. The customer opens the quote online, downloads it as PDF and accepts it with a typed-name signature, or declines it. Every step appears on the lead's timeline.

Product catalog

Open Quotes in the sidebar and switch to Products. Each product has a name, description, SKU, unit (for example "seat" or "hour"), unit price, currency and tax rate.

• Workspace Admins and Sales Managers add, edit and archive products. Everyone else sees the catalog and uses it in quotes.
• Archive removes a product from new quote lines. Quotes that already contain it keep their lines unchanged; Restore brings it back.

Create a quote

1. Open a lead and go to the Quotes tab, then click New quote. You can also start on Quotes in the sidebar and search for the lead.
2. Add lines: pick a Product (name, unit and tax are filled in, and the price when the product has the quote's currency - otherwise enter the price) or keep Free line and enter a name and price. Set the Quantity and, if needed, a Discount (%) per line.
3. Optionally set a Discount on the whole quote, a Valid until date, the Document language (the customer sees the quote page, PDF and email in this language), Notes and Terms.
4. Click Save draft. The quote gets a number such as Q-0001 v1.

How totals are calculated: each line is quantity x unit price minus the line discount; the quote discount is applied to the sum of the lines; tax is calculated per line with its tax rate after the discounts; amounts are rounded per line to the currency's smallest unit (cents).

Note: Discounts are limited by role. Sales Team users can give up to the limit set by the Workspace Admin (10 % by default), Sales Managers up to their own limit (25 % by default), Workspace Admins any discount. The limit applies to the line and quote discount combined. Admins change the limits under Quotes > Settings.

Send a quote

Click Send quote and choose:

• Email it to the lead - NextCRM sends the email through your connected email account or the workspace mailer, with the PDF attached and a link to the online quote. You can change the subject and text; the link is always added. Quotes are transactional emails, so a lead's marketing opt-out does not block them.
• Only mark it as sent and copy the link - for when you share the link yourself (for example in a chat).

Once sent, the quote's content is frozen and NextCRM stores a fingerprint (SHA-256 hash) of the exact document. To change a sent quote, click New version: a draft Q-0001 v2 is created and the previous version shows the customer that a newer version exists. Deleting the v2 draft reopens v1.

What the customer sees

The link opens a page with your company name and logo, the lines, totals, notes and terms, a Download PDF button and, if you added one, a Pay now button. The status of the quote changes to Viewed the first time the customer opens it.

• Accept: the customer types their full name and confirms that they accept the quote. This is a simple electronic signature. NextCRM stores the typed name, the time, hashed technical data (IP address and browser, not stored in clear text) and the document fingerprint. If the stored quote no longer matched the sent document, the acceptance would be refused.
• Decline: the customer can add a reason.

Note: The online quote page is available in all 11 languages. PDFs in Japanese, Korean and Chinese need a Unicode font installed on the NextCRM server; without it, the PDF shows its labels in English.

A quote can be accepted or declined only once. After the validity date it shows as Expired and can no longer be accepted; create a new version with a new date.

Warning: A simple electronic signature is suitable for most sales agreements, but it is not an advanced or qualified electronic signature and does not verify the signer's identity. For contracts that legally require a stronger form, use a dedicated signature service.

After acceptance

• The quote shows Accepted with the signer's name; the lead's timeline shows "Quote accepted (electronic signature)".
• If Move the lead to Won when a quote is accepted is on (Quotes > Settings, Workspace Admins), the lead moves to the Won stage of its funnel. Otherwise, or if the funnel has no Won stage, the quote owner gets a task to mark the deal as won.
• If the lead has no Value yet (0), it takes the quote's amount after discounts and without tax, so revenue and pipeline figures include the deal. A value you entered yourself is never changed.
• The quote owner also gets an in-app notification for accepted and declined quotes.

Payment links

NextCRM does not take payments for your customers. Paste your own payment link (for example a Stripe Payment Link or a PayPal link) into Payment link on the quote; the customer sees a Pay now button that opens your payment page. NextCRM's own Stripe account is used only for NextCRM subscriptions and never for your customers' payments.

Lora and quotes

Lora can list your products and quotes, tell you a quote's status, create a quote draft from a request such as "Make a quote for Acme: 10 seats of NextCRM Pro with 5 % discount" (the discount limit of your role applies) and send a quote. Creating and sending always show a confirmation card first.

Related articles

• Booking pages
• Leads and pipeline
• Funnels and stages
• Email setup
• Workspace roles