Quotes

Quotes are the entry point of the CRM lineage. You build a quote with line items, send it to the customer over email, they accept or decline on a public response page, and an accepted quote can be converted into an event + contract + invoice (any combination, configurable per quote).

Prerequisites

• Feature flag: quotes enabled in Settings → Features.
• Customer: at least one customer in Clients → Accounts. Quotes always target an existing customer record (one-off shoots for unknown emails aren’t supported — create the customer first, send the quote second).
• Business profile: complete (Settings → CRM → Business profile) with at least your business name, address, and a bank account on the issuer block. Quotes refuse to render without these.

Quote lifecycle

Status transitions are validated server-side — you can’t jump from draft directly to accepted, for example. Edits on a sent quote drop it back to draft and invalidate the existing public token; the customer needs a fresh send after that.

Creating a quote

From Clients → Quotes, click New quote. The editor surfaces:

• Customer + business — picks the customer record, the language for the rendered PDF (DE / EN), the currency, and which of your bank accounts the issuer block uses (relevant if you maintain CHF + EUR accounts).
• Issue date / valid until — the customer can respond up to valid_until. After that the scheduler flips the quote to expired automatically.
• Line items — quantity, description, unit price (minor units), discount %, VAT rate. Each line’s net / VAT / total is computed by the server on save; the editor shows live previews but never trusts them.
• Negative line items — allowed for manual discount rows (“Treuerabatt”, “Frühbucherrabatt”). A server-side guard rejects saves whose total goes below zero (QUOTE_TOTAL_NEGATIVE / 400) so a mis-typed discount can’t accidentally mint a credit-balance quote.
• Line item presets — frequently-used items can be saved to the preset library (quote_line_item_presets) from the editor. Insert one with a single click instead of retyping it.
• Payment terms — pick a template (“Net 14”, “Sofort fällig”, custom split). The chosen terms render on the PDF and flow forward into the spawned invoice when the quote converts. See Payment terms for the seeded templates and how to add your own.
• Installment plan — optional. If you split the quote into N installments, accepting + converting spawns N sibling invoices sharing one deal_uuid. See Invoices → Installments.

Sending a quote

Click Send on a draft quote to:

1. Re-render the PDF with current data and persist it to storage.
2. Mint a 64-hex public action token (quote_action_tokens) with an expiry matching valid_until.
3. Queue the quote_sent email to the customer’s primary email address (NOT billing_email — quotes are decision-maker correspondence).
4. Transition the quote to sent.

The email contains a deep link https://your.install/quotes/respond/<token> that opens the public response page. The PDF is attached, the link in the body offers the same content.

Public response page

The customer-facing page at /quotes/respond/<token> shows:

• The quote details (read-only) and total
• A button group: Accept / Decline
• A free-text field for an optional message
• The PDF download link
• A valid until {{at}} or you have {{minutes}} minutes left countdown (DE / EN respectively — see #550  for the variable threading detail)

Acceptance is single-action — once the customer clicks Accept (or Decline), the response is locked in. The admin is notified by email (quote_accepted_admin_notification / quote_declined_admin_notification). The token’s used_at is stamped.

Converting a quote

When a quote is accepted, the detail page exposes a Convert action with three independent toggles:

All spawned documents inherit the quote’s deal_uuid so the lineage card shows the chain. The quote transitions to converted (terminal) and can no longer be re-sent or re-edited.

Editing after send

A sent quote can be edited, but:

1. The edit drops the quote back to draft.
2. The existing public token is invalidated (next request returns 410).
3. The PDF is regenerated on the next Send.

This is intentional — the customer should never be looking at a stale PDF while you’re tweaking the version they’re being asked to respond to.

VAT code on the quote

When the Accounting module is on, the line-item editor exposes a VAT code dropdown (VatRateSelect) populated from Settings → Accounting → VAT codes. Picking a code (e.g. UN81) reads the rate from the code definition rather than typing the percentage by hand.

The code is snapshotted onto the quote when saved (migration 130) so a later rate / code rename in Settings doesn’t retroactively change historical quote PDFs.

Per-customer feature override

customer_accounts.feature_quotes (toggled from the customer detail page) can disable quote creation for a specific customer even when the install-wide quotes flag is on. Useful when you want to run a customer on a simpler workflow (gallery + invoice only, no quote step).

When the per-customer flag is off, the customer detail page hides the “New quote” action and the service layer refuses createQuote calls for that customer (CUSTOMER_FEATURE_DISABLED / 409). Gating is master AND per-customer — see Customer accounts → Per-customer CRM toggles.