Understanding Quote Statuses in shopVOX

Tyler MacDonald Updated by Tyler MacDonald

Managing quotes effectively is crucial for maintaining clear communication and ensuring smooth business operations. In shopVOX, quotes can have various statuses that indicate their current state and progression through the approval process. This article explains each status and provides guidance on how to manage them to keep both your team and customers well-informed.

Whether you're delivering a quote to a customer, awaiting their approval, or making necessary revisions, understanding these statuses will help you navigate the quoting process efficiently. Additionally, we highlight best practices for internal status adjustments to ensure transparency and avoid unnecessary customer alerts.

  1. Go to a Quote, and click the Pencil Icon under Status

  1. Select the Status from the drop-down menu

Status Explained

There are several statuses a Quote can be set to at any given point in time. These statuses are explained below:

  • Delivered: You can set the Quote to "Delivered" to indicate that it was sent to the customer. If you use the "Email PDF" feature from the Quote, this status will automatically be updated by the system.
  • Draft: When the Quote is created, it is initially set to "Draft." This is the first status that a Quote will be in.
  • Expired: You can set the Quote to "Expired" if you want to categorize it as an expired Quote.
  • Hold: Set this status to "Hold" when you want to put a Quote on hold. When you do this, any jobs associated with the line items on the Quote will also be put on hold.
  • Internally Approved: You can set the Quote to "Internally Approved" to categorize it as internally approved.
  • Lost: You can set the Quote to "Lost" if the customer did not approve the Quote and you did not do business with them.
  • No Charge: You can set a Quote to "No Charge" if you want to categorize it as a no charge Quote.
  • No Charge Approved: You can set a Quote to "No Charge Approved" if you want to categorize it as an approved no charge Quote.
  • Ordered: This status indicates that the Quote has been converted to a Sales Order. This status will be automatically updated by the system.
  • Pending: You can set a Quote to "Pending" if you want to categorize it as pending.

Quote Review Feature Statuses

The following statuses are integral to the Quote Review feature:

  • Approve with Changes: You can set the Quote to "Approve with Changes" if it has been approved but needs changes. The customer will be informed of any internal changes to this status.
  • Approved: You can set the Quote to "Approved" if the Quote has been approved. If the approval status changes internally to "Rejected," the customer will be alerted.
  • Customer Review: You can set the Quote to "Customer Review" to indicate that the Quote is currently being reviewed by the customer. The customer will receive updates about the status of their review.
  • Revise: You can set a Quote to "Revise" if it needs revisions. The customer will be informed if the status changes internally from "Request Changes" to "Approved."
The system is designed to keep the customer fully informed of any changes to their Quote Status during the Approval process. This ensures transparency and clarity for the customer throughout the process. It is not recommended to internally adjust the status for quotes going out for customer review. The options are available in case adjustments need to be made based on customer feedback received outside of the Quote Review process.

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