Design your quote process

Quote templates and documents

The PDF the customer receives — per market, per language, with the terms attached.

How this will work. The screens on this page are planned and not yet on your tenant — see the guide overview for what works today.

The quote in your Cockpit is a record. The PDF is the offer. Procurement archives that PDF, attaches it to a requisition, and reads it again in four months when something does not match. Build it accordingly.

Before you begin: have your terms and conditions as text, your VAT and commercial-register details, and the logo file. If you sell in more than one country, have the terms in each language — a translated template with untranslated terms is worse than no translation.

One template per market and language

Go to Configuration › Quotes › Templates.
Select New template.
Set Market and Language. A template with no market is the fallback.
Choose the base layout and save.

The market decides more than the wording. It carries the currency, the tax treatment, the legal footer and the address format — see Languages and markets. A German template shows net prices with VAT stated separately; an Austrian one shows the Austrian rate; a Swiss one is in CHF and is not the German one converted.

The language is chosen from the contact's locale, not the organization's country. The purchasing agent at a German subsidiary of a French group may well want French, and their locale says so.

The blocks a quote document needs

Block	Content	Notes
Header	Logo, your address, VAT ID, register entry	Legally required in Germany on business correspondence
Addressing	Buyer's company, the named contact, their enquiry reference	Their reference is how they find it again
Document line	Quote number, date, valid until, your contact person with a direct number	The name is what gets the call instead of a competitor
Introduction	Two or three sentences, per template	Not per quote — a free-text box guarantees inconsistency
Line items	Position, article number, description, quantity, unit, unit price, line total	See below
Scales	The tier ladder where one applies	Showing 600 is cheaper per metre than 500 sells 600
Totals	Net, freight, VAT stated separately, gross	Must be re-derivable from the lines
Terms	Delivery, payment, Incoterms, lead time	Pulled from the account, not typed
Conditions	Your T&Cs as text	As a block, not a link

The line-item layout

Two decisions carry the weight.

Show the article number the buyer uses. If the account maintains their own part numbers against yours, the quote should carry theirs alongside yours. A buyer who has to translate 40 article numbers by hand to check an offer will check three of them and assume the rest.

Decide what to do with discounts. Three defensible layouts, and it is a policy, not a per-quote choice:

Net price only. One number per line. Cleanest, and it hides that you discounted at all — which is what you want with a customer who compares quotes across their own subsidiaries.
List price, discount, net price. Transparent, and it makes the concession visible. It also sets the expectation that the discount is permanent.
Net price plus a total saving on the footer. The compromise most B2B suppliers land on.

Never print a €0.00 line. A free-goods line, a sample or a bundled component must show its unit price with the reduction stated against it. Zero on an invoice line is a number a procurement system will accept, book, and later dispute — and it is the same rule that applies everywhere in the platform: a missing price is never zero. See Free goods and gifts.

Terms and conditions blocks

Attach the terms to the template, not to the quote. A per-quote free-text field produces forty variants of your own T&Cs within a year, and in a dispute the version you can prove you sent is the one that counts.

Where a quote genuinely needs a special condition — a retention period, a delivery-window penalty, a call-off schedule — it belongs in a named conditions block you select on the quote, from a maintained list. A list of eight approved condition blocks is auditable. A text box is not.

Branding

The template inherits the theme's logo, colours and typefaces from Themes and branding, so the offer looks like the shop and like the order confirmation. Where you sell under more than one brand, the template's market determines which one is used.

Keep it plain. A quote PDF is read on a screen, printed in black and white, and attached to a requisition. Heavy backgrounds print badly and cost you nothing to remove.

What to check

Send yourself a test quote from a template before it goes near a customer:

Open the PDF on a phone. Line items must stay legible without horizontal scrolling.
Print it in black and white. If the discount column disappears into a grey block, fix the contrast.
Check the totals by hand: lines, plus freight, plus VAT, equals gross. If the rounding is off by a cent, fix it now — see Rounding, defaults and resolution rules.
Confirm the validity date reads in the buyer's date format, not yours.
Confirm the VAT ID, register entry and managing director appear. A German business letter without them is a formal defect.

Handle a quote request — putting the template to work.
Forms and transactional email — the mail the PDF travels in.

Edit this page

Quote settings

Default validity, numbering, who may quote, and how much they may give away.

Set up a framework agreement

Committed volume, term, call-off rules — and the price list underneath it.