Creating & Sending Quotations
Quotations let you send a customer a proper, numbered price quote before the sale — for a custom job, a bulk order, or any work you want to price up front. This guide covers creating a quotation, adding and editing line items, setting a validity date, tracking its status from draft to accepted, and printing or downloading the PDF.
What a quotation is in YellowPOS
A quotation is a price proposal you issue to a customer before they commit. Unlike an invoice, it doesn't request payment and it's not tied to your inventory — creating one never changes your stock. Each quotation has its own number, a customer, a list of line items, optional tax and discount, a Valid Until date, and a status. Quotations live in the Quotations section of your dashboard (admin access).
Creating a new quotation
Click New Quotation. At the top, YellowPOS suggests the next quotation number (like QUO-0001), but the field is editable — type your own to match an existing sequence. Choose the customer (or leave it blank), pick the currency, set the date, add a Valid Until date, and pick a status (new quotes usually start as Draft or Sent).
When you attach a customer, the quotation stores a snapshot of their name, tax number, and address at that moment — so a printed quote stays exactly as issued even if you later edit the customer's record.
Adding and editing line items
In the Items table, click Add Item for each line and enter a description, quantity, and unit price. You can type a free-text description (e.g. "Site survey and installation") or use the Product dropdown to pull in an existing product, which fills in the description and price for you — both remain editable. Line totals and the grand total update as you type. Remove any row with the trash icon. Below the table you can set a tax and discount amount, and the subtotal and total recalculate instantly.
To change a quotation later, open it and click Edit: add or remove lines, adjust quantities or prices, and save. The totals are recalculated automatically.
Validity date & status
A quote shouldn't be open forever. The Valid Until date shows the customer how long the price holds, and it appears on both the on-screen document and the PDF. Track where each quote stands with its status: Draft while you prepare it, Sent once it's with the customer, then Accepted, Declined, or Expired. Update the status as the conversation moves so your Quotations list always reflects what's open and what's won.
Printing & downloading the PDF
Open any quotation to see a clean, professional layout with your business name and tax number, the customer's details, itemised lines, tax, discount, and the total. Use Print to print it directly (only the quote prints — not the dashboard around it), or Download PDF to save or email a copy. From the Quotations list you can also export all quotations to PDF or Excel for your records.
Why this matters for businesses in Lebanon
Sending a clear, numbered quotation makes your business look professional and helps you win work — customers can compare a proper quote far more easily than a number sent over WhatsApp. Because YellowPOS quotations are separate from stock and payments, you can quote freely for custom jobs and bulk orders in USD or LBP, and once a quote is accepted you already have the client, items, and totals ready to turn into an invoice.
Frequently asked questions
What is the difference between a quotation and an invoice?
A quotation is a price proposal you send before a sale — it tells a customer what something will cost and how long that price is valid. An invoice is a request for payment after the customer agrees. In YellowPOS both are separate documents: a quotation has a validity date and an accept/decline status, while an invoice has a due date and a payment status.
Does creating a quotation change my stock or inventory?
No. Quotations are proposal documents only — they never add or remove product stock, and no payment is recorded against them. That keeps your inventory accurate while you send out quotes, and lets you quote freely for custom work or bulk orders that may not close.
Can I set how long a quotation is valid?
Yes. Each quotation has a Valid Until date that appears on the on-screen document and the PDF, so customers know the price isn't open-ended. It's a soft deadline — nothing is deleted automatically — but it sets a clear expectation and encourages a quicker decision.
Can I track whether a quotation was accepted?
Yes. Every quotation has a status you control: Draft, Sent, Accepted, Declined, or Expired. Update it as the conversation progresses so your quotations list always shows which quotes are still open, which were won, and which fell through.
Can I choose my own quotation number?
Yes. YellowPOS suggests the next number automatically (for example QUO-0001), but the field is fully editable, so you can match an existing numbering scheme. Each number must be unique within your business.
Can I print a quotation or download it as a PDF?
Yes. Every quotation has a Print button and a Download PDF button that produce a clean, professional document showing your business name and tax number, the customer's details, line items, tax, discount, and the total — ready to email or send over WhatsApp.