How to Manage Quotes (Merchant side)

Open quote management

Go to: Apps → SP Request a Quote (RFQ) → Manage Quotation

Manage quotation list

The quotation list includes:

• Quote ID (RFQ-xxxxx)
• Tag
• Customer info
• Company
• Created time
• Expired time
• Status
• Quote value
• Actions

View personal and B2B quotes

Use the tabs above the list to switch between:

• All: Shows all personal and company quotes.
• B2B: Shows only quotes associated with a Shopify company.

The page opens on the All tab each time you return to Manage Quotation.

The Company column displays the company saved on the quote. Personal quotes and quotes created before company support was introduced display a dash.

Note: This column shows the company associated with the quote, not a company name entered in the customer’s address. If a customer has an address for Company A but the quote was created for Company B, the column displays Company B.

If you rename or delete a company in Shopify, existing quotes retain the company name saved when they were created. New quotes use the updated company name.

Quote statuses explained

Search, filter, sort

• Search by customer name, email or company.
• Filter by Status, Customer, Created date.
• Sort by Requested time or Total value.

Note:

• Company-name search is not case-sensitive and supports partial matches. For example, searching for shopplaza can return Shopplaza US Company.
• Search works together with the selected tab and filters. If you are viewing the B2B tab, the app searches only within B2B quotes.

Create a quote (in-app)

1. Click Create Quote.

2. In Customer, select customer from the list or click Add new customer. If linked to a Shopify company, select a company location or Personal order.

1. In Quote Items:

• Catalog items: Click Browse to select products/variants (out-of-stock items are disabled).
• Custom items: Click Add custom product for non-catalog items (e.g., custom builds, services). Enter the name, price, and quantity. Check Product is taxable** for tax calculation, and check *Physical product if it requires shipping (include weight and unit).

• Set Quantity and Quote Price per line. If a Minimum quote value is configured, the app auto-adjusts too-low entries.

1. Review shipping, estimated tax, final total, and payment terms in Order Summary.

2. Click Save.

   • Choose Yes, Send now to send immediately (status becomes Sent), or
   • No, keep Draft to keep working (status stays Draft).

Notes

• Quote time displays in your store’s timezone in admin. Buyers see their local timezone on storefront emails and modals.

• If the customer’s currency differs from your store’s display currency, the app shows a help message and converts prices for the quote using the store’s market settings.

• After adding a custom product, you can edit only its Quantity and Quote Price directly in the product table. To change the product name, original price, tax status, physical-product status, or weight, remove the line and add it again.

Edit a quote

• In Manage Quotation, click a row or the View icon to open the quote.
• Review the customer, products, prices, order summary, and timeline.
• Make the available changes based on the quote’s status.
• Save or send the updated quote as prompted by the app.

Catalog products, quantities, and prices can be edited when the quote is:

• Draft
• Requested by customer
• Under Negotiation

For quotes in Under Negotiation, the Send quote button is disabled until you make a change.

After editing quote items or prices, click Send quote to send the updated quote to the buyer.

Quote editing restrictions

Editing permissions depend on the field and quote status:

You cannot edit completed quotes in Accepted, Declined, or Expired status. Use Duplicate to create a new Draft from one of these quotes.

Add shipping, estimated tax & final total

The Order Summary card lets you review the full quote amount before sending it to the buyer.

Shipping & delivery

Shipping & delivery can be loaded automatically when the quote has:

• At least 1 quote item
• A shipping address

If shipping options are available, click Shipping & delivery to select the shipping method you want to apply.

Estimated tax

Estimated tax is calculated based on the buyer’s shipping address and your current Shopify tax settings.

If the quote does not have enough address information, the app may not be able to calculate tax automatically.

1/ Click Estimated tax to review or update tax for the quote.

2/ You can choose:

• Charge tax: Apply the estimated tax rate based on your current Shopify tax settings.
• No charge: Do not add tax to this quote.

3/ Click Done to apply the selected option.

Note: If tax appears as a note instead of a number, your store may have Include sales tax in product price enabled in Shopify Settings → Taxes and duties.

Final total

The Final total is calculated automatically:

Final total = Subtotal + Shipping + Estimated tax

The Final total is read-only and updates based on the quote subtotal, selected shipping fee, and estimated tax.

Payment terms & deposit

After selecting a company location, you can set payment terms below Final total in the Order Summary card.

1. Select Payment due later.
2. Choose the Payment terms, such as Due on receipt or Net 30.
3. Set the Issue date.
4. Optional: Click + Require deposit and enter a percentage.

If the company already has payment terms in Shopify, Payment due later is selected automatically and the company’s terms are loaded. If the company has no saved terms, you can configure them for the quote.

When you require a deposit, Order Summary displays:

• Due today: The deposit amount.
• Due later: The remaining balance.

Note: Deposits are percentage-based and collected through Shopify checkout. Payment terms and deposits can be edited before a quote is Accepted, Declined, or Expired. Shopify may display equivalent terms differently, such as Net 7 as Within 7 days.

Use Quote Timeline

The Quote Timeline helps you track quote activity and internal notes directly from the Create/Edit Quote screen.

You can find the Timeline card below the Quote Items card.

Add internal notes

Use the Leave an internal note… field to add notes for your team.

Internal notes are only visible inside the app. They are not shown to buyers in the storefront, emails, or PDF files.

You can use internal notes to record:

• Special customer requests
• Internal pricing discussions
• Follow-up reminders
• Approval notes
• Reasons for changing quote details or status

Click Post to save the note.

Pin important notes

Click Pin to pin an important internal note to the top of the Timeline.

• Pinned notes are useful for information your team needs to see quickly when reviewing or editing a quote.
• You can pin up to 3 notes.
• Pinned notes are only visible inside the app.

View system logs

The Timeline also records system logs automatically when quote activity changes.

System logs may be created when:

• Quote details are updated
• Quote items are changed
• Quote status changes

System logs help your team understand what changed and when it happened.

Filter timeline entries

Use the Timeline filters to view specific entry types:

• All: Shows both internal notes and system logs
• Notes: Shows only internal notes
• System: Shows only system logs

Filtering happens on the current screen and does not reload the page.

Load more timeline entries

• By default, the Timeline shows the 5 newest entries.
• Click Show more to load 10 more entries.

Convert quote

• Click Convert quote (available for Draft, Requested by Customer, and Under Negotiation)
• Confirm the action (required when selecting multiple quotes)
• The system will:
  • Change status to Accepted
  • Create a Shopify Draft Order
  • Send an acceptance email to the customer

Notes: If Margin Protection is enabled, this action may be disabled until approval is granted.

What happens when a quote is accepted

When a quote is accepted, the app creates a Shopify Draft Order with the final quote details.

The Draft Order includes:

• Final items
• Quantities
• Negotiated prices
• Shipping fee
• Estimated tax, when available

The buyer receives a checkout link by email and in the conversation thread.

From the quote page in the app, you can open the Draft Order in Shopify Admin.

If Shopify’s API returns an error, the quote stays Accepted, and you will see the error message. Try again after fixing permissions or quote data.

Export quote

• Open a quote with status Sent, Under Negotiation, or Accepted
• Click the download icon in the top bar to save the quote as a PDF
• The PDF shows customer details, quote ID, products, quantities, pricing, and total amount

Notes: You can download a PDF directly from the list using the download icon in the Actions column

Custom products appear in the PDF like other products but use a placeholder image and do not show variant information.

Payment terms are not added to existing PDF templates automatically. To display them, insert the supported payment-term variables in Settings → Quote PDF.

Export the quotation list to CSV

Click Export in Manage Quotation to download the quotation list as a CSV file.

The export respects the currently selected tab and filters. For example, exporting from the B2B tab includes only company quotes.

The CSV includes a Company column between Customer email and Phone. This field is blank for personal quotes.