Quotes

A quote carries its client, contact, opportunity, currency, price book, owner and validity date. Quote items identify the products, quantities, unit prices and discounts being offered. The quote status distinguishes draft, submitted, approved, sent, accepted, rejected, expired and converted work. A revision and accepted revision preserve which offer the customer actually chose.

• Start. Start from an active price book and the products the customer asked for.
• Review. Review each line’s quantity, unit price and discount before submission.
• Send. Send the approved revision and record the customer decision against that offer.

Agree who approves quoted prices and how margin review is handled when cost or list price is unknown. Define the validity period that the team will use for offers. A quote may contain a request for signature, so decide who verifies the returned artifact and how the accepted revision is retained. The customer should see the offer that the studio approved, with its products and terms clear enough for a later order review.

Sales Coordinator should decide how active price book entries are selected for a session and an album, including currency and effective dates. Studio Manager should review unknown cost or list-price inputs before approving a submitted offer. Agree how the team stores a changed offer as a new revision and how it identifies the version sent to the customer. Photographer should check the validity date before sending, while Sales Coordinator records which revision the customer accepted.

A returning client asks for a shoot plus an album. Sales Coordinator selects the client, contact and booking opportunity, then adds the session and album products as quote items. Studio Manager reviews the offered price and approves the submitted quote. The photographer sends that version to the customer. When the customer accepts it, Sales Coordinator records acceptance and the accepted revision. The team converts that same quote into the booking rather than rebuilding the price from memory.

Compare the submitted session and album lines with the active price book entries. Studio Manager reviews the current revision and makes the price decision; Photographer sends only that version. If the customer asks for a different album, Sales Coordinator revises the offer and returns it for review before sending it again. When the customer accepts, record the accepted revision and connect the resulting booking to that quote. The quote history should explain the final price without relying on an email thread.

• Quotes Awaiting Approval — Submitted offers awaiting the studio’s decision.
• Sent Quotes — Customer offers awaiting an answer before validity ends.

See the connected process and implementation for the first rehearsal.