Managing sales quotations
Reminder: a project must have been created.
Quotations are used to save and track financial proposals. They can be weighted based on the signature probability. Each level matches a weight in the turnover previsions.
Quotations with an expected signature date can be followed-up.
Quotations enable you to follow the expected dashboard of proposals made to customers, especially:
- the amounts;
- the deadlines, with the expected signature / billing dates;
- the person in charge of proposals;
- the estimated signature date;
- the signature probability;
- the date when the invoice was last updated.
The author of the proposal can be mentioned on the quotation as the employee in charge of the quotation.

The quickest solution is to create a quotation from your opportunity. It enables you to retrieve the opportunity's information without having to type it again.
Prerequisites: the opportunity must be saved.
1 | From your opportunity, go to Edit > Dashboard > New quotation. A new quotation's record sheet ('Draft') opens, displaying all the information about the opportunity. |
2 | Fill in the record sheet as explained in Creating a quotation. |

You can create several types of quotations. Besides standard quotations, it is possible to create the following types of quotations from the Edit > New menu or from the drop-down list on the right of the icon in the action bar:
Internal Quotation | If you offer internal services, you may have to standardize the transaction via an internal quotation that must be issued specifically for an internal customer. Each quotation line will have to be built from sold products associated with a class 9 account; |
Group quotation | You must use this option if you issue a quotation for an external company that belongs to the same group (of companies) as your own company. Each quotation line will have to be built from a sold product linked to the group. |
Service quotation |
Note The DMF 020243 SALES QUOTATIONS NEW SERVICE QUOTATION is required to create a service quotation. Akuiteo enables you to bill some services carried out unit by unit (for example a pay slip or a final settlement) by tracking the produced quantities on a service as well as the employees' timesheet entries. The produced quantities are then used as a base for billing the customer, depending on the service quotation in which the unit sales price is defined. Services are entered from a specific type of quotation, a service quotation. The lines of a service quotation always have a quantity set to zero, and this quantity cannot be modified. The service quotation is used to define the unit price of a specific service and then to bill an undefined number of this service to the customer. The actual quantity is defined when entering a service. Since the quantity is at 0, service quotations are not taken into account in dashboards and the forecast. A service quotation is associated with a specific state code, Service quotation, that is only used for this type of quotation. From the search screen, this state code can be used in the Status code criteria to search for service quotations. A service quotation can be:
The fields of a service quotation are simplified when compared to a standard quotation, for example the Costs and Delivery schedule tabs as well as the Amounts and margin section are hidden in service quotations. When entering a service from the Web Portal, the associated timesheet entries are created automatically if a duration is specified. To automatically generate these entries:
References For more information about entering and validating services, refer to the User Guide - Web Portal. For more information about billing services, refer to Creating an invoice from services. |
The creation process is the same.
Note
A quotation which is being created is marked as a "draft".

1 | Go to Management > Sales > Quotations > |
2 | Under the Header tab, enter the following information: |
- Internal #: the order's number. Akuiteo automatically generates a number when the user doesn't enter one.
- Journal: the sales journal linked to the quotation. If a sales journal is set up by default for the connected user, this field is automatically filled in and cannot be modified.
- Ref. Customer: the customer's quotation reference.
- Quotation date: the date when the quotation was created.
- Customer ref. date: the expected date of completion set up by the customer.
- Price mode: the pricing method.
- Manager, Entity, Currency and Currency rate.
3 | Check generate costs automatically, if you want to re-calculate the projected margin on the quotation's header. This option is available when a sold product is linked to a purchased product (PURCHASE cost) or to an employee (LP cost). |
4 | Enter the projected amounts and margin as well as the customer's contact details. |
5 | Enter the commercial parameters such as the sales managers, forecasts and the quotation's probabilities. |
6 | Enter the project's information: |
- Multi-project: checked if the quotation is linked to several projects, phases or sub-phases.
- Single-project and multi-phase: allows charging the entire quotation to a project's phase.
- Contract: the default contract date if it is indicated in the header. Matches the date when the company begins to provide the service described in the line.
- Expected: the expected service delivery or end dates.
- Project, phase and sub-phase codes.
7 | Enter a comment about the quotation in Text on quotation. Please note that you can automatically insert a text by clicking on |

Adding a line in the quotation
1 | Click on the Lines tab, then on |
2 | Fill in the fields in the lower part of the screen: |
- The sold product's grouping, reference and label.
- The expected quantity to be sold.
- The sold product's unit price. Akuiteo automatically suggests the sales price when this latter is associated with the selected product.
- Discount %: the discount amount in percentage.
- Project: the project's code linked to the offer line. This information can only be entered if the quotation is multi-project / phases / sub-phases (Multi = YES).
- Phase and sub-phase: the project (phase) or phase (sub-phase) subdivision to which the offer line is linked. This information can only be entered if the quotation is multi-project / phases / sub-phases (Multi = YES).
- Contract: the date when the quotation was signed.
- Expected dates and invoices matching the updated date for delivering the service described in the line.
- Subtotal EUR: the total amount in euros.
3 | Add the line by clicking on |
Duplicating a quotation line
1 | Edit the record sheet of the quotation of your choice. |
Note
The quotation must not be validated.
2 | From the Lines tab, select one or several quotation lines, right-click on your selection, then click on Duplicate the selected lines. |
3 | Select the type of duplication in the window that displays: |
Type | Description |
---|---|
Simple duplication |
Select Simple duplication to duplicate the selected line(s) a given number of times. To do so, enter the number of duplications in the relevant field. Example If you duplicate two lines 3 times, 6 new lines are created:
|
Repetition by period |
Select Repeat by period, if you want the duplicated line(s) to be repeated in a specific period (year, quarter, month, week or day) and a given number of times. To do so, in the drop-down list, enter the number of repetitions in the relevant field and select the type of period. Example You duplicate a line which period is 08/31/2020. When duplicating, you indicate 2 times per Year. 2 new lines are added:
|
4 | Click on Validate. |
The selected line(s) are duplicated in the quotation.

1 | Click on the Costs tab > |
2 | Select the type of cost in the drop-down list: PM, Other incurred costs, LP. |
3 | Fill in the columns linked to the costs to apply on the quotation and save. |

Once your quotation is saved, you can add the expected payment methods.
1 | In the quotation header, click on the Terms hyperlink. |
2 | Select the payment information in the window that opens. |
3 | Click on the yellow arrow if you have set up payment methods for your customer and you want to take them into account. |
4 | Validate. The hypertext's label is modified. |
You can view the order's delivery schedule and the quotation's history whenever you want by clicking on the relevant tabs.
Note
To create a quotation from an existing quotation, go to Edit > Duplicate the quotation

Reminder: unlike non-validated quotations, validated and signed quotations can neither be modified nor deleted. To be able to update a validated quotation, a user must be granted specific access rights to review the quotation.
- To modify a quotation, go to Edit > Modify > Modify the quotation.
- To delete a quotation, go to Edit > Delete.
Note
For service quotations:
- the DMF 020244 SALES QUOTATIONS MODIFY SERVICE QUOTATION is required to modify the quotation,
- the DMF 020245 SALES QUOTATIONS DELETE SERVICE QUOTATION is required to delete the quotation.
Updating the quotation's header
A validated quotation cannot be modified, unless it was reviewed. In this case, the following non-financial sections can be updated:
- the contractual or delivery dates;
- the billing table's number.
1 | From the quotation, go to Edit > Modify > Update the quotation header. |
2 | Modify the fields of your choice and save. |
Modifying the payment terms
DMF | 020231 SALES QUOTATIONS MODIFY PAYMENT TERMS |
The payment terms are indicated in the Overview section displayed in the various tabs of a quotation's record sheet. These terms can be modified irrespective of the quotation's status, but not directly in the quotation's record sheet.
1 | From the quotation of your choice, go to Edit > Modify the payment conditions. |
2 | Make necessary modifications and click on Validate. |
Updating the cash journal for multiple quotations
DMF | 020240 SALES QUOTATIONS MODIFY MULTIPLE QUOTATIONS PAYMENT CONDITIONS |
The cash journal displayed in the payment terms in the Overview section can also be updated by batch, from the quotations search results.
1 | From the quotations search results, select one or multiple quotations, right-click on your selection and click on Update cash journal. |
2 | Select the Bank journal in the help list, then click on OK. |
Updating information about the recurrence in quotation lines
DMF | 020242 SALES QUOTATIONS UPDATE RECURRENCE |
It is possible to update at once the information about the recurrence in several order lines that have a recurrence and to directly see the implication of such a recurrence on lines dates.
1 | From a quotation Lines tab, select the lines of your choice. |
Important
This feature is only available for lines that have a recurrence.
2 | Right-click on the selection and click on Update recurrence for selected lines. |
3 | In the update window, make the necessary modification. |
- If you select a Periodicity other than Unique, then the fields in Recurrence information can be modified. Fields in Dates cannot be modified as they serve information purpose only: the dates are automatically updated based on the indicated recurrence information.
- Unlike fields in Dates, if you select Unique in the Periodicity, the other fields in the Recurrence information can no more be modified. In this case, selected lines are no longer considered as recurring.
4 | Click on Validate. |
Recurrence information in selected lines are updated in the quotation.


This feature enables you to send quotations by email.
1 | From a quotation, click on |
2 | In the Send the quotation by email window, enter the following information: |
Field | Description |
---|---|
Employee |
Select an employee in the help list to add it to the recipient list. You can add as many employees as necessary. The selected employee is automatically added to the table:
|
Customer contact |
In the help list, select a contact linked to the customer associated with the quotation, to add it to the recipients list. You can add as many customer contacts as necessary. The selected customer contact is automatically added to the table:
|
Template | Select the quotation's report template in the drop-down list. These templates can be set up. |
Email subject | Fill in the email subject. |
Email body format | Select the mail's body format. |
Attachment format | Select the attachments' format in the drop-down list. |
Add linked file to the email | If this box is checked, the files linked to the quotation will also be sent as attachments with the email. If the box is not checked, only the quotation will be sent. |
Attach file | If this box is checked, the quotation will also be generated in the selected Attachment format and will be added as attachment with the email. If the box is not checked, the quotation's information will only be included in the mail's body. |
New linked document | If this box is checked, the quotation will be generated in the selected Attachment format and will be added to the documents linked to the quotation. |
3 | Click on Validate. |
The email draft opens using your default messaging service. The email already includes the information specified and is ready to be sent.

Tilkee is a tool that enables you to track digital documents in order to analyze your customers' reading behaviors. Tilkee can be integrated directly in Akuiteo using a connector. This connector is only available to send quotations to customers. It is used to send an email which contains a Tilkee link to display the quotation generated by Akuiteo. Tracking a document using Tikee can then be done directly from Akuiteo interface.
Important
To use this feature:
- the Tilkee connector must be correctly set up in Akuiteo;
- the connected employee's email address must be registered at Tilkee.
Reference
For more information about setting up the Tilkee connector, refer to the Setup guide Tilkee connector.
1 | From the desired quotation, click on the arrow on the |
2 | In the window that displays, enter the following information: |
Field | Description |
---|---|
Recipient | Select a recipient in the help list to add it to the recipients list. The help list displays the company's employees as well as all the customer's contacts linked to the quotation. You can add as many recipients as necessary. |
Linked documents | The documents linked to the Akuiteo quotation are displayed in the table. Check the box in the Selection column to add a linked document to the Tilkee project that will contain the quotation. |
Template | Select the Tilkee quotation's report template from the drop-down list. This template must be previously set up. |
Email template | Select the Tilkee email's template from the drop-down list. This template must be previously set up. |
Email subject | Fill in the email subject. |
Format | Select the quotation's format in the drop-down list. |
3 | Click on Send. |
4 | If the quotation has already been sent with Tilkee, a window opens to indicate a Tilkee project already exists and makes you choose between: |
- Add the document(s) to the current project - the quotation and linked documents will be added to the other documents in the Tilkee project that already exists for the Akuiteo quotation.
- Delete the current project and create a new one - The Tilkee project that already exists for the Akuiteo quotation will be deleted and a new project will be created to include the quotation and the linked documents.
The email draft opens using your default messaging service. The email already includes the information specified and is ready to be sent. The email also includes a Tilkee link: when the recipients will click on this link, they will access the Tilkee project on a web browser and Tilkee will track how the documents are read.
Note
When a quotation has been sent with Tilkee, the Tilkee tracking tab is displayed in the quotation screen. This tab displays a Tilkee screen directly in Akuiteo to view the project's statistics.
Tilkee can also be opened in a web browser: from the Tilkee tracking tab, click on the arrow on the right of the Tilkee tracking title, then click on Open URL in web browser.

Reference
If you want a management object to be approved before validation, you can use the approval requests feature.
For more information, refer to
Validation is essential when processing a quotation. A validated quotation cannot be deleted but can be modified if specific rights have been granted to the user.
You can only validate the quotation or validate and print it at the same time.
Prerequisites: the customer's code must be configured by default.
To validate a quotation, open the quotation and click on Edit > Validate the quotation. The quotation switches from 'Draft' to 'Validated'.
To validate and print the quotation:
1 | From the quotation, go to Edit > Validate and print. The quotation switches from 'Draft' to 'Validated' and the printing screen displays. |
2 | Select the quotation's printing template. Akuiteo offers several printing templates, such as: |
- quotation: enables you to print a standard quotation;
- order form: enables you to print a quotation as an order form. The customer receives an order form, but the offer continues to be processed as a quotation in forecasted activities;
- proforma quotation;
- customer dunning letter.
Reminder:
- The current date is automatically entered as the validation date.
- Only validated quotations are taken into account in the initial and projected flows. Each quotation line is taken into account in the flows, at the expected date indicated in the line and, if not specified, at the date when the flow was generated.
Reference
Once the quotation is validated, you can send it by email to the company's employees or to the customer's contacts for electronic signature. For more information, refer to Signing a document electronically.

A draft or validated quotation can be dissociated to create one or several quotations from the lines selected in the original quotation.
Example
You send a 4-service-lines quotation to your customer. The customer accepts to order 2 services lines. In this case, you can split the original quotation to generate:
- a quotation with the two ordered lines;
- another quotation with the remaining two lines.
1 | From the Lines tab of the quotation's record sheet, select the lines to add to the new quotation. |
2 | Right-click on this selection and click on Dissociate quotation. |
3 | If the original quotation has already been Validated, select the archiving Reason in the help list and enter a Comment, then click on Validate. |
The Dissociate quotation window opens and displays an overview of the dissociation.
4 | Check Open quotation after validation for each quotation, to automatically open the created or edited quotations' record sheet after the dissociation. |
5 | Click on Validate. |
The original quotation is dissociated.
If the original quotation is still a draft:
- the lines selected for dissociation are added to a new draft quotation, numbered using the -A suffix.
- The original quotation is modified to keep only the lines that were not selected for dissociation.
If the original quotation has already been validated:
- the lines selected for dissociation are added to a new draft quotation, numbered using the -A suffix.
- the lines that were not selected for dissociation are added to a new draft quotation, numbered using the -B suffix.
- The original quotation is archived.

Reviewing the quotation
To be able to modify a quotation, you must first review it.
1 | From the validated quotation, go to Edit > Administration > Review quotation. The reviewed quotation is classified. |
2 | In the review screen, enter a new quotation's number or keep the default number that is automatically incremented. A copy of this 'Draft' quotation is created and hyperlinked to the original quotation. |
Archiving the quotation
When a sales offer doesn't stand anymore, the quotation's budget must be removed from the portfolio analysis. You must classify the quotation as 'Archived' since it was already validated and cannot be deleted.
1 | From the validated quotation, go to Edit > Administration > Archive the quotation. |
2 | In the archiving screen, indicate the reason why the quotation must not be taken into account when carrying out analysis and validate. The quotation is now archived. |
To cancel the archiving of a quotation, click on Edit > Administration > Reactivate the archived quotation.
Note
For service quotations, the quotation must be archived to be considered as disabled, so it can no longer be used to enter services. To archive a service quotation, the DMF 020246 SALES QUOTATIONS ARCHIVE SERVICE QUOTATION is required. To cancel the archiving of a service quotation, click on Edit > Administration > Cancel archiving of service quotation.