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System Behavior

• Changing GST rate automatically updates totals.
• Deleting an item recalculates totals.
• Discount can affect final GST (based on calculation rules).
• Series selection determines numbering sequence.
• Currency affects formatting and calculations across the quotation.

Workflow Example (Quotation List → Conversion)

Create quotation or generate from Deal

• Quotation appears in list
• User opens it
• Edits if needed
• Sends to customer
• Customer approves
• Converted to invoice
  
• Fully tracked

11.1 Header Section

Navigation Path:
Sales Module → Quotation → Click + Quotation 

Title 
Default: Quotation
Can be changed to:

• Invoice
• Proforma Invoice
• Tax Invoice

Used as the document heading in the PDF.

Currency 
Example:
INR

Controls:

• Currency symbol
• Amount formatting

Quotation Status
Default:
Draft

Options may include:

• Draft
• Sent
• Approved
• Rejected

Controls:

• Workflow stage
• Conversion eligibility

11.2 Quotation Details Section

Quotation Date
Date of issue
Used for:

• Legal validity
• Reporting

Quotation Series
Example:
Quotation (FY4132025-26)

Purpose:

• Defines numbering pattern

System auto-generates quotation number based on selected series.

Quotation No
Auto-generated using the selected series and sequence.

11.3 Client Details Section

Person / Organization Name
Select an existing contact.
On selection, the system can auto-fill:

• Billing address
• Shipping address
• GST (if stored)
• Email
• Phone

If not found:
User must create the contact first.

Bill To Address
Pulled from saved billing address
Editable if needed
Used in PDF output

Ship To Address (Optional)
Pulled from saved shipping address
Editable if needed
Used when shipping differs from billing
Used in PDF output

11.4 Item Details Section (Core Calculation Area)

Item Table (Customisable Columns)

Typical columns:

• SR No
• Item Name
• Description
• Quantity
• Sell Price
• GST Rate (%)
• Amount
• Total Amount

These columns can be configured based on business needs.

Item Name
Dropdown from product master

If not available:
Click + New Product

Selecting a product may auto-fill:

• Description
• Default price
• Default GST rate

Description
Optional product details
Visible in PDF
Character limit: 1000

Quantity
Number of units
Must be numeric

Sell Price
Price per unit before tax

GST Rate (%)
Examples:

• 0%
• 5%
• 12%
• 18%
• 28%

Behavior:
GST is calculated automatically.

Amount
Calculated as:
Quantity × Sell Price
(before GST)
Auto-calculated field.

Total Amount
Calculated as:
Amount + GST
Auto-calculated field.

+ New Row
Adds another product line.

+ New Product (Top Right)
Opens product creation popup.
After save, the new product becomes selectable immediately.

11.5 Tax and Total Summary Panel (Right Side)

GST Breakdown
Shows tax grouped by rate:

• GST 0%
• GST 5%
• GST 12%
• GST 18%
• GST 28%

Helps with:

• Tax clarity
• GST reporting

Net Total
Total before discount and rounding.

Cash Discount
Manual discount option
Reduces total and can trigger recalculation (based on your tax settings)

GST (Overall)
Total tax amount.

Round Off
Manual rounding adjustment.

Grand Total
Final payable amount

Used in:

• PDF
• Reports
• Invoice conversion

11.6 Additional Notes

Free text field
Visible in PDF

Used for:

• Payment terms
• Delivery timeline
• Special instructions

11.7 Terms and Condition Dropdown

Navigation Path:
Sales Module → Setting  →   Quotation  →  Other Setting and Click (+) 

Pulls predefined T&C templates from Settings.
User can choose from available templates.
Appears at the bottom of the quotation PDF.

1.1 Edit (✏)
Opens the quotation in edit mode.

1.2 Share (📤)
Allows sending quotation via:

• Email
• WhatsApp

1.3 Download (⬇)
Download a PDF copy.

1.4 Print (🖨)
Opens print-ready format.

1.5 More Options (⋮)
May include:

• Duplicate
• Delete

8.1 Company Details
Pulled from Business Settings, such as:

• Company name
• Address
• Contact number
• Email
• Website
• GSTIN

8.2 Billing Address
Pulled from Deal / Person contact details, such as:

• Customer name
• Contact
• Email

8.3 Quotation Details

• Quotation number
• Quotation date

8.4 Product Table
Typical columns:

• S No
• Name
• Qty
• Rate
• GST %
• Amount

Total amount

Behavior:

• Automatically calculated totals

8.5 Total Section
Shows:

• Net amount
• Round off
• Grand total

8.6 Bank Details
Pulled from Settings, such as:

• Bank name
• Branch
• Account number
• IFSC
• UPI ID
• QR code

8.7 Terms and Conditions
Pulled from Settings.

Each row represents one quotation.

1.1 Checkbox
Used for bulk actions such as Bulk Delete.

1.2 Quotation Number
Example:
FY-412-2025-26

Notes:

• Series is configurable based on business preference.
• Quotation number is the unique identifier.

1.3 Status Badge
Example:
Draft

Possible statuses:

• Draft
• Sent
• Approved
• Rejected
• Converted

Status affects what actions are allowed.

1.4 Party Name
Customer linked to the quotation.

1.5 Amount
Total quotation amount.
May include GST depending on calculation settings.

1.6 Date
Creation date or quotation date (based on configuration).

1.7. Clicking a Quotation (Preview Behavior)

1.8 What Happens When You Click a Quotation?
A right-side preview panel opens.

1.1 Search (Ctrl + K)

Search Bar
Used to quickly find quotations by:

• Quotation number (example: FY-412-2025-26)
• Party name

Behavior:

• Real-time filtering
• Does not change data, only the displayed list

1.2 Sort Option

Sort Icon

Clicking the Sort icon opens sort options.

Sort By:

• Creation date
• Modification date
• Quotation number
• Due date
• Amount
• Party name

Order:

• Ascending
• Descending

What Happens When Sort Is Applied?

The system:

• Reorders the quotation list
• Does not modify any quotation data
• Only changes the display order

1.3 Filter Option

Filter Icon

Clicking the Filter icon opens a right sidebar.

Filter options can include:

• Person name
• Organization name
• Created date
• Item
• Amount
• Created by
• Country
• State
• City

1.4 When User Clicks Submit

The system:

• Applies filters
• Shows only matching quotations
• Updates the quotation count accordingly

Reset:

• Clears all applied filters

Navigation Path:
Sales Module → Quotation

Page Header Section

Title: Quotations (7)

Shows the total number of quotations in the system.
Updates automatically when a new quotation is created.

Includes all quotation states:

• Draft
• Final
• Sent
• And More

Top Header Section

Deal Name

The primary identity of the deal.

Edit Icon

Enables editing (stage, close date, source, description, etc.).
On save, changes are logged in History.

Copy Icon

Creates a duplicate of the deal.

Stage Button

Shows current stage and allows changes via dropdown.

When stage changes:

• Stage updates immediately
• UI color may change
• Deal moves in Pipeline/Kanban
• History entry is created
• Reports update automatically

Right-Side Buttons

Follow

Subscribes the user to updates such as:

• Stage change notifications
• New activity notifications

Generate Quotation

Auto-generates a quotation.
The generated quotation appears in the Quotation tab.

Left Sidebar – Deal Information Panel

Deal Details (Read-only until edit)

• Name
• Close date
• Source
• Description

Remarks Box

Editable quick-notes field for internal updates. (Type and Auto Save)

Contact Person Details

Shows person and organization data, such as:

• Contact person
• Organization
• Mobile
• Email
• Birth date
• Anniversary
• Incorporation date

If edited here, the Person master record may update (based on your system behavior).

Address Details

Billing and shipping addresses shown.

Other Details

All custom fields shown here.

Core Working Tabs (Right Side)

Tabs available:

• Product Details
• Tasks
• Activities
• Quotation
• Notes
• Docs
• History
• Chat

Product Details Tab

View and manage linked products.

Fields typically include:

• SR No
• Item Name
• Quantity
• Rate
• Amount

Actions:

• Add new product
• Add new row
• Delete row

Total amount is auto-calculated and impacts:

• Deal amount
• Forecasting
• Quotations

Tasks Tab

Shows deal-linked tasks such as:

• Follow-up call
• Send proposal
• Collect documents

Task button creates a task linked to the deal.
Tasks can appear in user dashboards and trigger reminders if configured.

Activities Tab (Detailed View)

Shows:

• All Activities (count)

Filter dropdown:

• All
• Call
• Meeting
• Mail
• Visit

Activity cards will show all these details:

• Type
• Description
• Created by
• Created date
• Status tag (e.g., Log, Held, Call Later, Interested)

Three-dot menu for edit/delete (Permission dependent).

Common Activity Components

Activity subject
Status label (Call Later, Interested, etc.)
Summary/description
Created by / Created at
Filters by activity type

Follow Up vs Log

Follow Up schedules the next interaction.
Log records a completed interaction.

Log a Call fields (example)

Subject *
Contact number
Direction & response * (Incoming/Outgoing)
Date *
Start time *
End time *
Duration * (auto-calculated)
Summary
Attendees
Attachment
Follow-up (optional)
Save

Follow Up a Call fields (example)

Subject *
Contact number
Date *
Time *
Remind me before
Description
Attendees
Save

Log a Meeting fields (example)

Subject *
Link
Date *
Start time
End time *
Duration *
Summary
Attendees
Attachment
Follow-up (optional)
Save

Follow Up Meeting fields (example)

Subject *
Link (optional)
Date *
Time *
Remind me before
Description
Attendees
Save

Communication Button

Options may include:

• WhatsApp
• Email

Depends on integration setup.

5.5 Activity Detailed View Sidebar

Triggered when a user opens a specific activity.

Sidebar Header

View (read-only)

Three-dot menu:

• Edit activity (if permitted)
• Delete activity (if permitted)

Typical fields shown

Activity type and title
Response status (Unheld, Held, Interested, etc.)
Direction
Date/time
Duration
Summary
Attendees
Linked to
Mobile and email
Updated by / Created by

Why it matters

Improves accountability and timeline integrity
Helps managers review activity outcomes and quality
Preserves a non-deniable activity trail

5.6 Quotation Tab

Lists generated quotation files (often PDFs).
Clicking a file downloads or previews it.
Each quotation remains linked to the deal.

5.7 Notes Tab

Internal notes for strategy or comments.
Not visible to the customer.

5.8 Docs Tab

Upload and store deal-related documents:

• Signed agreement
• Proposal copy
• ID proof

Documents remain attached for long-term reference.

5.9 History Tab (Audit Trail)

Tracks all key changes, such as:

• Deal created
• Stage changes
• Close date changes
• Call logs
• Meeting logs

Each entry typically includes:

• Date and time
• User
• What changed

This provides full traceability and prevents silent changes.

5.10 Chat Tab

Available when WhatsApp API integration is active.

5.11 Deal Relationship Model

The Deal is the central entity and links to:

• Person
• Organization
• Products
• Tasks
• Activities
• Quotations
• Documents
• Notes
• History logs

If you want next level refinement (still without changing content), I can:

• Convert this into DocHound-ready hierarchy
• Add anchor-friendly numbering format
• Create Support Quick Navigation version
• Or restructure this into “Issue-based Support Resolution” format

Tell me the next step.