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B2B quotes ​

B2B quotes (/quotes) keeps a record of the written price quotes you give business customers: who each quote is for, the items and prices, the payment terms, and where it stands, from draft to accepted. Use it when a customer wants a price before they commit. When they say yes, convert the quote: Retailer OS creates the sale at the quoted prices and charges it to the customer's account.

Where to find it ​

Selling → B2B quotes in the sidebar.

Who can use it ​

Owners, Admins, Managers, and Cashiers can create and edit quotes by default. Anyone who can ring up sales sees the screen; creating and editing quotes also needs permission to edit customers. Converting a quote into a sale needs both. Change what each person can do under Setup → Team.

Create a quote ​

  1. Click New quote.
  2. In Customer name, start typing and pick a customer, or type the name of someone who isn't a customer yet. Picking a customer fills in their Email and Phone. Editing those here changes only this quote, not the customer's profile. A quote needs a customer from your list before it can become a sale. If you don't pick one now, you can pick one when you convert.
  3. Choose the Payment terms: Due on receipt, Net 15, Net 30, Net 45, or Net 60. You can also leave it at None.
  4. Optionally, set an Expires at date and add Notes (shown on the quote).
  5. Click Create. The quote opens with its number, such as Q-000012.

Add and edit items ​

  1. In the open quote, click Pick item from catalog.
  2. Tap each item you want. It's added at a quantity of 1 and its current price, and a check mark shows it was added. The picker stays open so you can add several items.
  3. To change a line, edit its Qty or Unit price right in the table. Press Enter or click away to save, or press Escape to undo.
  4. Remove a line with the bin icon.

Subtotal, Tax, and Total update as you go.

How tax is worked out ​

A quote is taxed exactly the way the register taxes the same items:

  • An item with its own tax rate is taxed at that rate.
  • A taxable item without its own rate is taxed at your store's Default tax rate (Setup → General).
  • Items set to Non-Taxable aren't taxed.
  • If the quote's customer is tax-exempt, nothing on the quote is taxed.

The Tax column shows each line's rate.

When the tax is out of date ​

A quote keeps the tax it was given, even if rates change later. If you open a quote whose tax isn't what the register would charge today, a note under the totals shows today's tax. This happens when:

  • your default tax rate, or an item's tax rate, has changed
  • the customer has become tax-exempt, or stopped being tax-exempt
  • the quote was written before quotes used your store's default rate, so items on that rate weren't taxed

Click Recalculate tax to update the quote's tax and total. Until you do, the quote keeps its tax, and so does the sale if you convert it.

Track the status ​

Set the quote's Status to draft, sent, accepted, declined, or expired as things progress. Above the list, the All, Drafts, Sent, Accepted, and Converted filters show how many quotes are in each.

The status is for your records. Changing it doesn't email or notify the customer. Quotes also don't expire on their own, so set expired yourself once the Expires at date passes.

When the customer accepts ​

  1. Open the quote.
  2. If the quote has no customer from your list, pick one in Customer under Convert to sale. The quote is linked to that customer. If their tax exemption changes the tax, the quote shows a note so you can recalculate before converting.
  3. Choose the register to book the sale on. Stock comes out of that register's store.
  4. Click Convert to sale.

Retailer OS creates the sale with the quote's customer, items, prices, and tax, exactly as quoted. The full total goes on the customer's account as an amount they owe, the same as taking payment On account at the counter. The quote's status changes to converted, and the quote links to the sale's receipt.

When the customer pays, by any method, record the payment from Receivables (see Receivables & store credit).

NOTE

To convert, the quote needs a customer from your customer list (the total goes on their account) and at least one item, and it can't be declined or expired. You also need an open register. If none is open, open one in Point of sale first.

A quote can be converted only once. After that its items, prices, and status are locked, because the quote is now the record of the sale.

Give the customer a printed quote ​

The B2B quotes screen doesn't print or email quotes. To give a customer a printable quote, build the cart at the POS and click Download quote. It opens a letter-size quote you can print or save as a PDF, without completing a sale.

Common questions ​

Q. How is a quote different from parking a cart? A. A parked (held) cart belongs to one register and is cleared automatically after a few days. A quote stays until you change it, so use quotes for anything a customer needs time to decide on.

Q. The customer wants to pay right away. What do I do? A. Convert the quote, then record their payment in Receivables straight away.

Q. Can I change a quote after converting it? A. No. A converted quote is the record of its sale, so its items, prices, and status are locked.

Q. Why does an older quote show a note about its tax? A. Its tax isn't what the register would charge for the same items today. Quotes written before quotes used your store's default tax rate left out tax on items that use that rate. Click Recalculate tax to update it, or leave it and convert it as quoted.

Q. Do quotes expire automatically? A. No. Expires at is for reference. Set the status to expired yourself.

Q. Can I send the quote to the customer from here? A. No. Share the details yourself, or print a quote from the POS with Download quote.

Q. Why don't I see B2B quotes in the sidebar? A. Your role needs permission to ring up sales or edit customers. Ask an owner or admin to check Setup → Team.