Finance

# Create and send quotes

Make a quote with lines, optional extras and VAT, send it to the customer, follow its status and turn it into an invoice or order.

Updated October 5, 2026

**Who can do this:** The quote permission and the Financial platform feature.

A quote is a price proposal to a customer. You send it from Transportial, the customer accepts or declines it online, and you turn an accepted quote into an invoice or a transport order. Quotes you receive from carriers are kept under **Incoming quotes**.

## Open the quotes

1. Switch the dashboard to the **Financial** view (see [Work in the Financial view](/en-us/help/financial-view)).
2. Choose the administration in the drop-down.
3. Click the **Quotes** tab, or **Incoming quotes** for quotes you received.
4. Search by name, or click a quote to open it.

The list shows **Name**, **Sender**, **Customer**, **Total**, **Expiration date**, **Status**, **Made on** and **Modified on**. Filter on **Select status**, creation date, **Expiration date**, customer and team.

## Create a quote

1. Click **\+ Create quote**. The **New quote** form opens.
2. Choose **Exclusive of VAT** or **Including VAT** at the top, depending on how you enter prices.
3. Enter a **Name** and choose the customer in **Target business**.
4. Optional: choose the **Team** and the **Contact Persons** at the customer.
5. Enter a **Description** and choose the expiration date.
6. Check the **Currency** and add **Documents** if you want to attach files.
7. Fill in the first line: description, **Quantity** and **Price**. The **Subtotal** and **Total** are calculated.
8. Choose the tax rate in **Select tax rate** and the category in **Select price category**.
9. Click the round + button to add a line, or − to remove one.
10. Click **Save**. The quote is saved with the status **Draft**.

### Line options

* **period**: click **Not selected** next to it to set the dates the line covers.
* **optional**: tick it for an extra the customer may choose, such as tail-lift delivery. The customer can tick or untick optional lines when accepting, and the total updates.

For an incoming quote, upload the carrier's PDF under **Documents**. Transportial reads it and fills in the quote for you to check.

## Send the quote

1. Click the quote in the list to open it.
2. Check **From** and **Bill to**.
3. Check the lines, **Subtotal**, VAT, **Total** and your quotation conditions.
4. Click **Send** at the bottom.

The quote becomes **Open**. If the administration has a quote message automation, the customer receives an e-mail with the PDF. See [Set up administrations](/en-us/help/administrations).

Other ways to share the quote:

* Click the link icon (**Share**) to copy the public link. The customer can open it and accept or decline without logging in.
* Click the PDF icon (**Download PDF**), choose the language in **Select a language** and click **Download PDF**.
* Customers with a portal account see the quote under **Quotes** in the portal. See [Use the customer portal](/en-us/help/use-the-customer-portal).

## Statuses

| Status                      | Meaning                                                                                                                               |
| --------------------------- | ------------------------------------------------------------------------------------------------------------------------------------- |
| **Draft**                   | Not sent yet. Only drafts can be deleted.                                                                                             |
| **Open**                    | Sent and waiting for an answer. **Accept** and **Decline** buttons are shown.                                                         |
| **Accepted** / **Declined** | The customer (or you, on their behalf) answered. On accepting, chosen optional lines become regular lines and the others are removed. |
| **Invoiced**                | An invoice was created from the quote.                                                                                                |
| **Canceled**                | Withdrawn.                                                                                                                            |

To change the status by hand, use the **Select status** drop-down on a quote that has been sent.

## Follow up a quote

The **Extra** drop-down at the top of the quote shows what you can do next:

* **Draft**: **Delete**.
* **Open**: **Send Again** or **Create Invoice**.
* **Accepted**: **Create Invoice**, or **Create transport order** if the quote has no transport order yet.
* **Declined** or **Canceled**: **Send Again**.

Click the edit icon to change the quote. The **Activity** timeline at the bottom shows when it was created, sent, accepted or declined.

## Bulk actions

Tick quotes in the list and choose **Send selected** (drafts), **Delete selected** (drafts), **Cancel selected** (open, accepted or declined) or **Create invoices** (open or accepted). Quotes in another status are skipped.

Transport orders can carry quote lines of their own, priced from your price configurations. See [Transport order financials](/en-us/help/transport-order-financials).

## Related articles

* [Work in the Financial view](/en-us/help/financial-view)
* [Create, send and follow up invoices](/en-us/help/invoices)
* [Tax rates and VAT rules](/en-us/help/tax-rates)
* [Prices, costs and invoices of a transport order](/en-us/help/transport-order-financials)

## Still need help?

Our support team is happy to answer any question about Transportial.

[Contact support](/en-us/contact)[Report an issue](/en-us/report-issue)

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Canonical page: https://transportial.com/en-us/help/quotes