Creating, approving and exporting quotes
Create a quote from an approved request, add discounts and VAT, approve it, export PDF, HTML or CSV, and fix what stops a quote from being issued.
In Vuntus, a quote is created from the approved, priced lines of an approved request, approved by an authorised person and downloaded as a PDF, HTML or CSV file. The app does not email the quote: you send the file to the customer from your own email.
Who can do what?
| Action | Owner | Manager | Sales | Viewer |
|---|---|---|---|---|
| Create a quote | Yes | Yes | Yes | No |
| Approve a quote | Yes | Yes | Up to the discount cap | No |
| Prepare for sending | Yes | Yes | No | No |
| Reopen the request (revise) | Yes | Yes | No | No |
| Mark the quote outcome | Yes | Yes | Yes | No |
| Change Company & quotes settings | Yes | No | No | No |
How do I create a quote?
Once every line has a decision and you approve the request with Approve request, the Create quote card opens on the request page. The form uses only approved, priced lines.
- Enter the recipient and validity date
Type the address the quote is for in Recipient email; if the customer record has an email address, it is pre-filled. Valid until can be at most 365 days ahead; its default comes from the validity days in Settings.
- Choose the document language
Document language can be Turkish or English and is independent of the screen language. The default is the language of the previous revision, then the customer’s quote document language, then the company default, then Turkish.
- Enter discounts with a reason
In Lines and line discount, enter a Discount % and a Reason per line; the net amount updates as you type. Quote discount (%) applies to the total of all lines. A reason is required for any discount you enter.
- Check VAT and terms
VAT rate (%) starts from the default VAT in Settings, or 20% if that field is blank. Payment terms, Delivery terms and General terms (optional) are printed on the document exactly as you type them.
- Create the quote
Select Create quote. The quote gets a number (EXAMPLE: TKL-2026-0007) and appears on the Quote document card as Awaiting approval. It cannot be exported until it is approved.
Partial quotes and MOQ warnings
If you rejected some lines in the request, the form shows how many lines were requested, how many will be priced and how many are out of scope. The quote is created only after you tick I confirm the quote does not cover the whole request; out-of-scope lines and their reasons are also printed on the quote document.
If a line does not meet the minimum order quantity (MOQ) or pack multiple, the outcome depends on company policy. With Warn, you tick Include lines with MOQ/pack warnings in the quote anyway. With Hard block, the line cannot go into the quote; reject the line or correct the quantity.
Why can’t I issue the quote?
Vuntus does not produce a quote from incomplete information. The screen says so plainly: “Prices are never estimated, and a quote is not created with missing lines.” The table below pairs the most common warnings with their fixes.
| Warning on screen | Cause and fix |
|---|---|
| Approve the request first. | The request is not approved yet. Decide every line, then select Approve request. |
| There are no approved lines. | All lines were rejected. An owner or manager can reopen the request and change the line decisions. |
| No price entered for this product | The catalog has no price for this product. Upload the price with the catalog CSV. |
| The price is set for another customer | The price only applies to another customer. Set a price for this customer, or a list price that applies to everyone. |
| The requested quantity is below the lowest price tier | Add a tier for the lower quantity, or review the quantity. |
| The price has expired | Upload the catalog again with current validity dates. |
| The price is in a different unit · unit conversion approval needed | For example, the request is in litres and the price in kilograms. An owner or manager defines an approved, product-specific conversion; Vuntus does not guess the density. The arithmetic: Litres to kilograms. |
| Valid prices exist in two currencies · which one should be used? / All lines must be in a single currency. | Vuntus does not convert currencies, and a quote has one currency. Keep prices for the product in a single currency. |
| Quantity not set yet | An ambiguous quantity such as “1.000” has not been resolved. Use Set quantity… on the line to enter the quantity and unit. |
| Some lines do not meet the MOQ/pack rule… | With Warn, tick the warning box; with Hard block, reject the line or correct the quantity. |
| Part of the request is out of scope… | Tick the scope box explicitly to issue a partial quote. |
| The valid-until date can be at most 365 days ahead… | Correct the date; the year must have four digits. |
| This draft cannot be approved (Waiting for documents) | A line’s required SDS link was not verified when the draft was created. Have the document verified, reopen the request and create the quote again. Details: Technical documents. |
| This discount is above your approval limit… | The Sales role’s discount cap is exceeded. A manager or the owner approves the quote. |
| You prepared this quote… | Separation of duties is on for the company. Another authorised person approves it. |
Lines with a missing price are listed one by one on the request page, each with an Open product link and what to do. In the request queue, the Needs attention panel groups these requests under Quote blocked, and the bell in the top bar shows the count.
Approving the quote
The new quote sits on the Quote document card. The card shows the quote number and revision (Rev 1, Rev 2…), the status, the totals (subtotal, discounts, net total excluding VAT, VAT, grand total) and the terms. You approve the draft with Approve quote.
- Sales role discount cap: the Sales role can approve when the combined effect of line and quote discounts stays within the cap. The cap is in Settings › Company & quotes › Sales role discount cap (%); blank means 10%. A quote above the cap is approved by a manager or the owner.
- Separation of duties: if company policy is Another person approves, the person who prepared the quote cannot approve it.
- The approved revision is frozen: its content never changes afterwards. Changes are made in a new revision.
- Statuses on the card: Awaiting approval · Waiting for documents · Quote approved — ready to export · Expired · Invalid date.
Revising an approved quote
If the customer asks for a change, an owner or manager selects Reopen request (revise) at the bottom of the card and confirms with Yes, reopen. The approved revision is kept; the lines are decided again and a new revision is prepared under the same quote number. An unapproved draft, if there is one, is not used.
Exporting and sending
An approved quote’s card has three actions: Preview opens the document inside the app, Download PDF downloads the file for the customer, and Other formats offers HTML and CSV. The CSV opens in Excel with Turkish characters intact, and its column order is the same on every quote.
The quote document contains: your letterhead and logo, if entered in Settings; the buyer; quote number, revision, date, validity and who prepared it; the product lines (quantity, unit price, list amount, discount, net amount); Net total (excl. VAT), VAT and Grand total; payment and delivery terms and general terms; the scope statement and any out-of-scope lines; and the Technical documents attached to this quote.
Once a quote’s valid-until date has passed, export is disabled. To give the customer a new price, reopen the request and create a new revision.
Marking the quote outcome
Below an approved quote, the Quote outcome card opens. When the customer decides, choose Won or Lost, and add a short Note (optional) if you like. The pipeline and win rate are calculated from this record. To time your quotes honestly from these records: How to measure quote turnaround.
The outcome amount is shown net (excl. VAT) first, with the amount incl. VAT next to it. There is no fixed list of loss reasons; you write the reason in the note. You can correct the outcome later with Change.
Company and quote defaults
Only the owner can change the Settings › Company & quotes tab. Its values are pre-filled on every new quote and can be changed per quote.
| Section | Contents |
|---|---|
| Company identity | Legal company name, address, tax office, Tax ID (VKN) / National ID (TCKN), MERSİS number, phone, email, website, quote footer and logo (PNG or JPEG, up to 300 KB). Without a legal name, the document has no letterhead. |
| Quote defaults | Default VAT (%) (blank means 20%), base currency (for reference only; quotes use the currency of the catalog price), validity (days), default payment and delivery terms, default terms text, default quote document language. |
| Commercial policy | MOQ / pack-size policy (Warn · Hard block), whether the person who prepares a quote can approve it (Can approve · Another person approves), and the Sales role discount cap (%). |
What Vuntus does not do at this step
- It does not email the quote to the customer, and it does not send reminder emails.
- It does not estimate prices; prices come only from the price list you import.
- It does not convert currencies, and it does not price from cost or margin.
- It does not approve quotes on its own; every approval is a person’s action and is recorded.
- It does not export to Excel (.xlsx); use the CSV for Excel.
- It does not write the quote into your ERP or accounting system.
Frequently asked questions
What does Prepare for sending do?
It records the recipient and writes the action to the audit trail; no email leaves the app. Only the owner and managers can use it, and only on an approved quote. You download the PDF (or the HTML or CSV file) and send it from your own email.
Can I get the quote as an Excel file?
Not as an .xlsx file, but you can download a CSV. The CSV opens in Excel with Turkish characters intact, and its column order is the same on every quote, which makes it easy to copy into your own spreadsheet or system.
Can the Sales role approve a quote?
Yes, within the discount cap. If the combined effect of line and quote discounts exceeds the cap, a manager or the owner approves it. The cap is set in Settings › Company & quotes; blank means 10%.
How do I change an approved quote?
An approved revision cannot be changed. An owner or manager reopens the request with Reopen request (revise); the lines are decided again and a new revision is created under the same quote number. The previous revision stays on record.