Create a quotation

Step-by-step guide to building a quote in a conversation, sending it via WhatsApp, and converting it to a sales order.

Create a quote from a conversation

1. Open the conversation

   Go to Conversations and open the chat with the customer you want to quote.

2. Open the Quotations panel

   In the right-side panel, click the Quotations tab. Click New quotation.

3. Add line items

   Click Add item and fill in each row:

   • Product — search your product catalog or type a custom name
   • Quantity
   • Unit price
   • Tax rate (%) — WapNotify calculates the tax amount and line total automatically

   Add as many line items as needed. The subtotal, tax total, and grand total update as you add items.

4. Review contact details

   The quote pulls the contact’s name, phone, and billing address automatically. If the contact is missing a GSTIN or billing address and you need them on the PDF, update the contact record first.

5. Save as draft

   Click Save draft to save without sending. You can edit a draft at any time before sending.

6. Send via WhatsApp

   Click Send. WapNotify sends the quote summary as a WhatsApp message in the conversation and marks the quotation status as Sent.

   The customer receives a formatted message with the quote number, line items, and total.

Update quote status

After sending, update the status based on the customer’s response:

• Customer says yes → click Mark as accepted
• Customer says no → click Mark as rejected

Convert to a sales order

Once a quote is accepted:

1. Open the quotation.
2. Click Convert to sales order.
3. WapNotify creates a Sales Order (SO-YYYY-NNNN) with all the same line items.
4. The quotation status changes to Converted.

From the sales order, you can advance the status as the order progresses: pending → confirmed → dispatched → delivered.

Edit or delete a quotation

• Draft — fully editable
• Sent — can update status only; line items are locked
• Accepted / Rejected / Converted — read-only

To delete, open the quotation and click Delete. Deleted quotations are soft-deleted and won’t appear in the list, but the linked sales order (if any) is unaffected.