Quotation Impact & Best Practices

Why Quotation Settings Matter

Improper setup causes:

Confusing quotations
Legal issues
Wrong GST calculation
Branding inconsistency

Proper setup gives:

Professional document
Clear pricing
Faster conversion
Better client trust

Common Mistakes

Not setting default series
Too many item columns
No Terms and Conditions added
No signature uploaded
Wrong GST column visibility

Final Setup Checklist

Header fields reviewed
Item columns finalized
Status flow defined
Series configured
Terms added
Signature uploaded
PDF preview tested

What Quotation Settings Directly Impact

Quotation Settings directly impact:

Revenue conversion
Client communication
Brand image
Reporting clarity

Complete Guide

Quotation Settings – Navigation

Navigation Path:
Sales Module → Settings → Quotation

You will see these tabs:

Field Settings
Quotation Status
Quotation Series
Other Settings
PDF Preview

Field Settings

2.1 Section 1: Field Settings

This controls:

Quotation Header Fields
Custom Input Fields (Max 3)

2.2 Quotation Header Fields

2.2.1 Standard Fields
Standard fields include:

Date
Quotation Series
Quotation Number
Contact Detail
Name
Contact Person

2.2.2 Field Actions (3 Dot Menu)

You can:

Activate
Edit
Delete (if custom)

Click the 3 dots on a field to manage.

2.3 Add Custom Field (Max 3)

Click:
New Field

Examples for Textile:

Agent Name
Contact Number

2.4 Item Details Section

You can enable or disable columns (Max 9 visible).

Available columns:

Sr. No.
Item Name and Description
HSN Code
Image
Quantity
Rate
UOM
Discount (%)
GST Rate (%)
Amount
Total Amount

Use toggle to:
✔ Show
❌ Hide

2.5 Recommended Textile Item Setup

Recommended (show):

Item Name and Description
Quantity
Rate
GST Rate
Amount
Total

Optional:

HSN Code (if GST billing required)
Image (for catalogue-based quoting)

Quotation Status

3.1 Section 2: Quotation Status

Controls quotation lifecycle.

Default statuses include:

Draft
Sent
Viewed
Under Negotiation
Revised
Accepted
Converted
Rejected
Expired
Cancelled

3.2 Add New Status

Enter:

Status Name
Status Description
Select Colour
Set as Default (optional)
Active toggle

3.3 Textile Quotation Flow Example

Draft → Sent → Viewed → Negotiation → Revised → Accepted → Converted

Quotation Series

4.1 Section 3: Quotation Series

Controls numbering format.

You can define:

Series Name
Prefix
Suffix
Starting Number
Default Series

4.2 Example Textile Series Setup

Series Name: FY 2025-26
Prefix: QT-
Suffix: 25-26
Starting No: 001-

Final quotation number format:
QT-001-25-26

4.3 Best Practice

Separate series per financial year
Set a default series
Avoid manual numbering

Other Settings

5.1 Section 4: Other Settings

Includes:

5.1.1 Terms and Conditions

Add:

Payment terms
Delivery conditions
Return policy
Validity period

These appear in the PDF.

5.1.2 Authorized Signature

Upload:

Signature image

Max size 1MB
Minimum resolution required

Appears in the quotation PDF.

5.1.3 Upload Stamp
Upload company stamp for:

Professional appearance
Legal clarity

PDF Preview Settings

6.1 Section 5: PDF Preview Settings

Controls what appears in the final quotation PDF.
Toggle sections:

Billing Details
Shipping Details
Bank Details
GST Details
Item Details

6.2 Item Details Toggle

You can control:

Show or hide HSN
Show or hide Image
Show or hide Discount
Show or hide GST enable
Lock required fields

6.3 Textile PDF Recommendation

Show:

Item Name
Quantity
Rate
GST
Total Amount
Bank Details
Authorized Signature

Optional:

Hide HSN for non-GST customers
Hide Image if bulk order

Introduction

1. Introduction to Quotation Settings

Navigation Path:
Sales Module → Settings → Quotation

The Quotation Settings section in WORTAL CRM is designed to control how quotations are created, structured, and presented to clients. It allows businesses to customize key elements such as quotation fields, item details, status workflow, and number generation, ensuring that every quotation aligns with internal processes and business requirements.

This module also provides control over Terms and Conditions, signature and stamp inclusion, and the overall PDF layout structure, enabling organizations to maintain consistency in client-facing documents. With options to show or hide specific item fields (such as quantity, rate, discount, GST, and total amount), users can tailor quotations based on business needs.

Quotation Settings directly impact how your brand is represented to customers. A well-configured setup ensures professional presentation, clear pricing structure, and legal clarity in every document shared. It also improves internal efficiency by standardizing quotation formats and workflows.

Overall, this section plays a crucial role in enhancing sales professionalism, strengthening branding, and ensuring accurate and structured communication with clients.