Why a quote should be its own record
Sign shops often write quotes in a word processor and file them under their own numbering. When the customer says yes, the same price is typed into the order by hand, and by invoice time a third figure appears. Finding out which quotes are still valid or still unanswered means opening files one by one.
In SignFlow a quote is separate from the order but uses the same line structure. All your quotes sit in one list, in tabs by status, searchable by quote number, title or customer name. Quotes that never become orders stay out of production lists, the board and your monthly order count.
What a quote holds
- A quote number that counts up per year, such as TKL-2026-000001
- A title, which becomes the order name on conversion
- The customer: pick a saved account or just type a name; tax number, tax office and address are kept as they were when the quote was written
- A validity date: the quote stands until the end of that day
- Lines: description, quantity, unit, net unit price, VAT rate and an optional line discount
- Notes and terms: payment, delivery and installation terms printed at the bottom
How lines and totals are calculated
Quantities may have decimals (2.5 m², up to three places) and the unit is free text: piece, m2, set. VAT rates of 20, 10, 1 and 0 percent are offered. A line discount is a percentage taken before VAT, and amounts round half up to the kuruş.
Totals are the sum of the lines' own amounts, so the total never drifts a kuruş from the lines. The total you see while typing comes from the same calculation that is saved. The printed quote splits VAT by rate.
Status and validity
- 1
Draft
While you prepare it, the quote is a draft and can be edited freely. “Print / PDF” gives you the page to send.
- 2
Sent
Once the customer has it, mark it as sent; a sent quote cannot be edited. To change it, move it back to draft, edit it and extend the validity if needed.
- 3
Accepted or rejected
Record the customer's answer on the quote. An expired quote cannot be accepted, though it can still be marked rejected.
- 4
Expired
Draft and sent quotes whose validity day has ended show under “Expired” on their own. Nobody has to do anything to keep that true.
Turning an accepted quote into an order
On an accepted quote, “Convert to order” asks only what the quote does not say: the order type, an optional due date and whether the job needs installation. Lines, totals, customer details and notes are copied to the new order; the quote closes as converted and links to the order.
The order goes through the same rules as one created by hand: the same numbering, the same starting stage, the same monthly order limit. A dropped connection or a double click never creates a second order. Converting needs permission both to manage quotes and to create orders.
Order prices only for those who need them
Orders are priced with the same line structure, in the order's pricing section. Prices can be added after delivery too, since invoicing often follows installation, and every price change is written to the order's history.
Seeing prices is its own permission, and among the default roles only Manager has it. Production departments, designers and installers open the order without any amounts: the list, the order page and exports come without prices. On the print page, a member who may see prices can show or hide them. Quotes are visible only to members allowed to read quotes.
The printed quote and your company details
The quote page opens with your company name and, once your billing details are filled in, your legal name, tax office and number, address, email and phone. Below come the customer, the lines, the VAT breakdown, your terms and signature boxes for both sides. Save it as a PDF from the browser and send it yourself.