Quotes

Quotes

Configure how quotes are created, approved, priced, and sent across your organization.

Quote Configuration

Navigate to Admin > Quotes > Configuration to set the global defaults that apply to all new quotes.

Changes here affect the defaults on every new quote. Individual quotes can override most of these settings at the quote level.

Email & notification settings

Quote presentation defaults

These settings control what customers see when they open a quote.

Line item display

Quote defaults

Quote naming

Approval Rules

Configure who needs to approve quotes before they reach the customer. Salesbuildr supports two approval modes: simple threshold-based rules and advanced multi-step workflows.

For the day-to-day sending and approval experience, see Sending.

Simple approval

Configure basic approval rules under Admin > Quotes > Approval Rules:

• Above value — Require approval when quote total exceeds a threshold

• Above discount percentage — Require approval when discount exceeds a percentage

• Category filter — Trigger approval for specific product categories (include or exclude)

• Approver list — Fixed list of internal approvers

Advanced approval

Enable the Advanced Approval Workflow feature for rule-based, multi-step approvals.

Each advanced rule can include:

• Rule name — Descriptive label

• Value thresholds — Above and/or below quote total

• Discount thresholds — Above discount percentage

• Markup thresholds — Below markup percentage

• ARR thresholds — Above/below annual recurring revenue

• Category filters — Opportunity or product category

• Quote owner filter — Specific quote owners

• Manager approval — Route to the quote sender's primary/secondary manager

• Stop other rules — Prevent subsequent rules from being evaluated

Approval chain order

1. Internal approval — Evaluates rules, routes to internal approvers

2. Recipient approval — Sends to the opportunity contact

3. External approval — Routes to company-configured approvers (with optional minimum value threshold) or advanced external approvers in a defined order

Customer approval

Configure per-company approval rules that require approval from specific contacts before a quote is considered accepted. Set minimum value thresholds and choose ordered or unordered approval chains. You can also set a custom contact as the approver and require explicit approval for attachments.

Email notifications

Salesbuildr sends automatic email notifications at each stage of the approval workflow. Customize templates under Admin > Email Templates.

See Email Templates for details on customizing notification content.

Leasing

The Leasing tab is available when the quoteLeasing feature is enabled for your tenant. For the full leasing guide, see Leasing.

Navigate to Admin > Quotes > Leasing to configure:

• Leasing calculation enabled — Master toggle for leasing on quotes

• Layout option — Simple or Advanced. Advanced mode adds downpayment and final payment options

• Show price for leasing items — Display unit prices on leasable line items

• Show price for monthly services and labor — Display prices for recurring service items

• Fixed leasing term — Lock all quotes to a specific term length

• Available leasing periods — Define the term options (in months) available to users

• Leasing costs — Configure tiered interest rates based on value ranges and lease periods

Audit Trail

Navigate to Admin > Quotes > Audit trail to manage the list of IP addresses that are excluded from quote presentation view tracking.

What is view tracking?

When a customer opens a quote presentation page, Salesbuildr records the view and can notify the quote owner. This helps your sales team know when a customer has engaged with a proposal.

However, if your team opens the same quote (e.g. to review it before sending, or to check the presentation), those internal views would also trigger notifications — creating noise and skewing your data.

Ignored IPs solve this: any view from an IP address on this list is silently excluded and does not trigger a notification or count as a customer view.

Managing ignored IPs

The ignored IPs table shows each entry with a Label (a descriptive name, e.g. "Head office") and an IP address.

Add an IP

Click Add new IP. Enter:

• Label — a name to identify the IP (e.g. "Amsterdam office", "VPN exit node")

• IP address — the IPv4 or IPv6 address to ignore

Edit or delete an IP

Use the edit icon to update an entry's label or IP address. Use the delete icon to remove it.

Note: These settings can also be overridden at the individual quote level.

Payment Terms

Payment Terms define the conditions under which payment is expected — for example, "Net 30" (payment within 30 days of invoice) or "Due on receipt."

Navigate to Admin > Quotes > Payment Terms.

Each payment term is a simple named entry. To add a new term:

1. Click Add (or the equivalent create button in the list)

2. Enter the name (e.g. Net 30, Net 60, Due on receipt)

3. Save

To edit an existing term, click its row in the list. To remove a term, use the delete action.

Using payment terms: The available terms appear in the Payment term field on quotes. You can also set a default payment term in Admin > Quotes > Configuration.

Payment Types

Payment Types define the accepted payment methods customers can use — for example, "Bank transfer," "Credit card," or "Direct debit."

Navigate to Admin > Quotes > Payment Types.

Like payment terms, each type is a named entry. Add, edit, and delete types in the same way.

Using payment types: The available types appear in the Payment type field on quotes, letting you record or communicate the expected payment method to customers.

Shipping

Navigate to Admin > Quotes > Shipping to manage the shipping methods available on quotes.

What are shipping methods?

Shipping methods appear as selectable options when adding shipping to a quote. Each method has a name (e.g. "Free delivery", "Standard shipping", "Express"), an internal cost, and a price charged to the customer.

Managing shipping methods

The Shipping tab displays your existing methods in a list. To add a new method:

1. Click the Add button

2. Enter the fields:

3. Save the new method

To edit an existing method, click its name or the edit icon. To delete, use the delete action on the row.

Free shipping threshold

You can configure a free shipping threshold in Admin > Quotes > Configuration: when the quote total exceeds the threshold, shipping is automatically set to free. This works alongside the shipping methods defined here.

Localizations

Manage localized versions of quote content for different languages. Navigate to Admin > Quotes > Localizations.

For the full reference on creating and managing localizations, see Quote Localization.

Discount Groups

Tools for managing customer-specific pricing, custom data fields, and bulk operations across your company records.

Customer discount groups

Discount groups let you apply consistent pricing rules across customer segments. Instead of setting discounts per quote, define them once and assign companies to the group.

How discount groups work

Each discount group contains one or more discount rules. Each rule specifies:

When a quote is created for a company in a discount group, matching product categories automatically receive the configured discount.

Creating a discount group

1. Navigate to Admin > Quotes > Discount Groups

2. Click Create New

3. Enter a name

4. Add discount rules — select the type, percentage, and product categories

5. Add companies to the group (search and select) or add by classification

Three pricing strategies

Salesbuildr supports three approaches to customer-specific pricing, which can be combined:

1. Discount groups — Percentage-based rules applied by product category

2. Pricing books — Fixed prices per product per customer (see Pricing Rules)

3. Import-to-quote — Manual pricing adjustments when adding products to a quote in the quote editor

Assigning companies

Companies can be added to a discount group in two ways:

• Individual — Search and add specific companies

• By classification — Add all companies with a specific classification tier

You can also assign a discount group from the company manage dialog or via bulk edit.

See also

• Opportunities — Admin

• Users & Access — Admin

• Products — Admin

• Before Your First Call — Getting Started

• Onboarding Call 1 — Getting Started