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Quotes

Quotes turn a deal into a formal commercial offer. Every quote belongs to a deal and can be linked to a company, a contact and an owner. Once approved, the client can accept it online from a private link, without an account.

You find quotes under Brain > Quotes. You can also create them from the Quotes card of a deal or company, so the links are already set.

Quote statuses

StatusMeaning
DraftBeing prepared. Not visible to the client.
ApprovedApproved internally: the client can open and accept it.
SentSent to the client. The client can open and accept it.
AcceptedThe client accepted it online, or you marked it accepted.
RejectedRejected internally, or declined.
ExpiredPast its expiration date.

Read and filter the quotes list

The list shows Quote, Company, Total, Status, Expires and Owner. Search by title, and click Filters to narrow by status (Draft, Sent, Accepted, Rejected or Expired) and by owner. Export downloads the rows on the current page as a CSV file.

To update several quotes at once, select them and use Set status in the selection bar. Hover a row and click the pencil icon to edit a quote without leaving the list.

Create a quote

Steps

  1. In Nucleo, go to Brain > Quotes, and then click New quote. From a deal page, click New quote in the Quotes card instead: the deal and company are filled in.
  2. Enter the Title.
  3. In Deal (required), search for the deal and select it.
  4. Optional: in Company (optional), select the company.
  5. Check the Currency, EUR by default, and set the Expiration date.
  6. Under Line items, fill in each line, and click Add line for more:
    1. Description;
    2. Quantity and Unit price;
    3. VAT: 22% by default, or 10%, 4%, 0% or Exempt.
  7. Check the Net total at the bottom, and then click Create quote.

The quote opens as a Draft. Its page shows the line items, the totals (Subtotal, Discount, Tax and Total) and the linked deal, company, contact and owner.

Note
The quote form handles one-off lines only. Recurring lines and discounts come from quotes created from a document with AI.

Create a quote from a document with AI

If you already have the quote as a file, let Brain read it.

Steps

  1. In Nucleo, go to Brain > Deals, and then click the deal.
  2. In the Quotes card, under Create from quote document with AI, drop the file or click to choose it: PDF, PPTX or DOCX, up to 20 MB.
  3. Click Create with AI.

Brain creates a draft quote linked to the deal and its contact, and opens it. It also updates the deal: the services it recognizes from your catalog, the value, the expected close date from the quote's validity, and the stage, which moves forward to Quote Sent but never back.

Note
This uses the quote extraction task of Atomo, which can be switched off in Atomo settings in Brain.

Approve or reject a quote

A quote reaches the client only once it's approved. You need the permission to approve quotes.

Steps

  1. In Nucleo, go to Brain > Quotes, and then click the quote.
  2. Review the line items and totals.
  3. Click Approve, or Reject if it needs rework.

Send a quote by email

Steps

  1. In Nucleo, go to Brain > Quotes, and then click the approved quote.
  2. Click Send by email.

Brain emails the quote's contact with the quote number, the total, the validity date and a link to the quote's acceptance page.

Note
The quote needs a contact: if it has none, Brain shows an error. Quotes created from a document with AI take the deal's contact. The link opens only once the quote is approved.

What the client sees when accepting a quote

The acceptance page opens in any browser, without an account, and isn't indexed by search engines. It shows the quote title and the company it's for, the cover letter if there is one, the totals (subtotal, discount, tax and total), the validity date and the quote's status.

To accept, the client:

  1. Enters their full name and email under Accept this quote.
  2. Clicks Accept quote.

Their name, email, the time and their IP address are recorded as a click-to-accept signature, and the quote becomes Accepted in Brain. The page then shows Quote accepted.

Note
The client can't accept a quote past its expiration date: the quote becomes Expired instead. Draft and rejected quotes can't be opened from the link.

Edit or delete a quote

Open the quote and click Edit to change it in the same form you used to create it, and then click Save quote. To delete it, click the trash icon and confirm with Delete quote.

Caution
Deleting a quote can't be undone.

Considerations for quotes

  • When a quote is accepted, its services are added to the client's project for the same domain, which Brain creates if needed.
  • The deal's value follows its most advanced quote, until a contract is signed.
  • Quote figures, such as quotes created by month and average value, are in Reports under Quotes.

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