Quotes Tab
The Quotes tab is your central workspace for managing quotes through their entire lifecycle - from creation to acceptance or closure.
Quick answers
Do accepted quotes automatically create invoices?
Yes, accepted quotes can automatically create invoices in Rebased. This is the only way to create invoices from quotes - configure it in Quotes → Settings → On Acceptance Rules. You can set Rebased to automatically create a draft invoice when a quote is accepted, or automatically create and send the invoice immediately. See On Acceptance Rules for setup.
The Quotes list
The main Quotes page displays all your quotes in a filterable, sortable list with summary statistics.
Statistics cards
Three cards provide quick overview of your quote pipeline:
- Sent: Quotes currently with clients awaiting response
- Accepted: Quotes that clients have approved
- Draft: Quotes still in progress, not yet sent
Toolbar actions
New Quote button: Start creating a new quote with two options:
- Blank Quote: Start from scratch
- From Template: Use a saved template structure
Filters and search
Status filter: Narrow quotes by their current state
- Draft, Editing, Sent, Accepted, Declined, Withdrawn, Expired
Search box: Find quotes by number, title, or client name
Date filter: Filter by date range (created, sent, or expiry)
Quote table columns
| Column | Description |
|---|---|
| Quote # | Sequential reference (e.g., QUO-1001) |
| Title | Quote subject line |
| Client | Business name of the recipient |
| Date | Creation or last modified date |
| Status | Current quote state |
| Viewed | Whether client has opened the quote link |
| Total | Total amount including GST |
Creating a new quote
Click New Quote to start the quote creation process.
Starting from blank
- Click New Quote
- Select Blank Quote
- Quote Editor opens with empty structure
- Add client, title, and line items
Starting from template
- Click New Quote
- Select From Template
- Choose from your saved templates
- Template structure loads into Quote Editor
- Customize for this specific client
See Quote Editor for detailed quote building instructions.
Quote statuses
Each quote has a status indicating its current state:
| Status | Meaning | Actionable? |
|---|---|---|
| Draft | Created but incomplete | Yes - Edit and save |
| Editing | Open in Quote Editor | Yes - Continue editing |
| Sent | Emailed to client | Yes - Resend or withdraw |
| Accepted | Client approved | Invoice auto-created if On Acceptance Rules configured |
| Declined | Client rejected | Yes - Archive or revise |
| Withdrawn | Retracted by you | No - View only |
| Expired | Past expiry date | Yes - Extend and resend |
Status transitions
Typical flow: Draft → Sent → Accepted → Invoiced
Alternative outcomes:
- Draft → Sent → Declined → Revised → Sent
- Draft → Sent → Expired → Extended → Sent
- Sent → Withdrawn (if quote no longer valid)
Managing sent quotes
Viewing quote details
Click any quote row to open the Quote Editor with full details:
- Line items and pricing
- Client information
- Status history
- Team notes
- View tracking data
Resending quotes
- Open the quote in Quote Editor
- Make any needed updates
- Click Send Quote
- Updated quote sent to client
- Status changes to “Sent” with new timestamp
Quote viewed indicator
The Viewed column shows client engagement:
- Not viewed: Client hasn’t opened the quote link
- Viewed: Client opened the quote (date shown)
- Multiple views: Shows latest view date
Use this to prioritize follow-ups - unviewed quotes may need a reminder.
Withdrawing quotes
Withdraw a quote that’s no longer valid:
- Open the quote
- Use Actions menu
- Select Withdraw
- Client can no longer accept
- Status changes to “Withdrawn”
Working with draft quotes
Saving drafts
Quotes auto-save as you work, but initial save creates the quote number:
- Add at least one line item
- Click Save in the toolbar
- Quote receives permanent number (e.g., QUO-1001)
- Now appears in Quotes list
Editing drafts
- Click any draft quote row
- Make changes in Quote Editor
- Save updates
- Draft remains in “Draft” status until sent
Discarding drafts
- Open the draft quote
- Use Actions menu
- Select Delete
- Quote removed from system
- Number not reused
Accepted quotes
Automatic invoice creation
Yes, accepted quotes can automatically create invoices in Rebased. This is the only way to create invoices from quotes - there is no manual “Create Invoice” button.
Configure automatic invoice creation in Quotes → Settings → On Acceptance Rules. When enabled, Rebased can:
- Automatically create a draft invoice - The invoice is generated immediately when the client accepts, but held for your review before sending
- Automatically create and send an invoice - The invoice is generated and emailed to the client instantly upon acceptance
If On Acceptance Rules is set to “Do nothing”, the quote simply moves to Accepted status and no invoice is created. You would need to create a new invoice manually and copy the details.
See On Acceptance Rules for setup instructions.
Finding accepted quotes
Filter by Accepted status to see:
- Quotes that have been accepted by clients
- Quotes with invoices auto-generated (if automation enabled)
Follow-up workflow
Finding quotes needing attention
- Filter by Sent status
- Check Viewed column
- Sort by date (oldest first)
- Identify unviewed or aging quotes
Follow-up actions
Unviewed quotes (3+ days):
- Resend email with reminder
- Call client to confirm receipt
- Check email address is correct
Viewed but not accepted:
- Call to discuss any questions
- Send reminder email
- Check if expiry date is approaching
Near expiry:
- Send extension offer
- Call to close the deal
- Update expiry date if needed
Search and filtering tips
By quote number
Type the number (e.g., “1001”) to find specific quotes quickly.
By client
Type client name to see all quotes for that business.
By status combinations
Combine status filter with date range:
- Sent + Last 7 days: Recent activity
- Draft + Over 30 days: Stale drafts to follow up
- Accepted + This month: Conversion opportunities
Sorting
Click column headers to sort:
- Date: Newest or oldest first
- Total: Highest or lowest value
- Quote #: Sequential order
- Client: Alphabetical
AU-specific notes
- GST display: Totals include GST in AU format
- Quote numbers: Sequential AU-compliant numbering
- Expiry dates: Align with AU business practices (typically 30 days)
- Tax invoices: Accepted quotes convert to tax-compliant invoices
- Record keeping: Quote history supports AU compliance requirements
Best practices
Quote hygiene
- Clean up drafts: Delete or complete old drafts
- Timely follow-up: Contact clients within 3 days of sending
- Status accuracy: Update statuses promptly (withdraw expired quotes)
- Organized numbering: Avoid gaps by deleting test quotes quickly
Sales workflow
- Pipeline view: Use status filters to see your sales funnel
- Prioritize: Focus on high-value, recently sent quotes
- Track views: Unviewed quotes need different follow-up than viewed
- Expiry management: Extend or withdraw quotes before expiry
Team coordination
- Consistent titles: Use naming conventions for easy searching
- Status updates: Mark withdrawn/declined promptly
- Handoff notes: Use team notes in Quote Editor for context
- Automation setup: Configure On Acceptance Rules to auto-create invoices
Client experience
- Prompt sending: Send quotes while conversation is fresh
- Clear follow-up: Professional reminders improve response rates
- Expiry awareness: Give clients adequate time to decide
- Easy acceptance: Ensure quote link works and process is clear
Integration with other features
Quote Editor
Click any quote to open in Quote Editor for full editing capabilities.
Clients
Click client name to view their profile and history.
Invoices
Accepted quotes link to generated invoices for complete history.
Templates
New quotes can start from templates for faster creation.
Email Templates
Sent quotes use configured email templates for consistent communication.