Quotes
Build quotations and estimates, send them for approval, and convert a won quote to an order or invoice in one click.
Updated March 17, 2026
Quotes lets you price and propose, then convert the moment a customer says yes — no re-keying into an order or invoice.
Create a quote
- Go to XO Sales → Quotes → New quote.
- Select the client — XO applies their price list and tax treatment.
- Add line items (products/services, quantity, price); apply discounts as needed.
- Set a validity date and add terms/notes.
- Issue and send by email or shareable link.
📷 Screenshot: a quote with validity date and the “Convert” button.
Approvals
For high-value or discounted quotes, route through an approval cycle (XO Core → Workflow) before the quote goes to the customer.
Convert
When accepted, open the quote → Convert to:
- Sales order — to fulfill/deliver first, or
- Invoice — to bill immediately.
XO carries over all lines, pricing, and the client — and links the documents for traceability.
Best practices
- Set a validity date so stale pricing expires automatically.
- Use templates (XO Core → Templates) for a consistent, branded quote.
- Gate large discounts behind approval to protect margin.
Troubleshooting
- Pricing differs from expected. Check the client’s price list and any line discounts.
- Can’t convert. The quote may be expired or already converted — check its status.