Glossary term
Sales Quote
A sales quote is the document a seller gives a buyer before the sale, setting out products or services, quantities, prices, discounts, tax and how long the offer is valid; once accepted, it becomes the basis for the invoice or contract.
What is a sales quote?
A sales quote, or quotation, is a formal written offer from a seller to a specific buyer describing what will be supplied, at what price and on what terms. It usually lists line items for products or services, the quantity and unit price of each, any discount, the tax rate, the total, an expiry date, and payment and delivery terms. It does two jobs in the sales cycle. It turns a spoken discussion into a clear figure the buyer can take to the decision maker or procurement, and it is a milestone in the pipeline: a quote going out signals that a deal has reached an advanced stage. The expiry date matters, because it protects the seller from cost changes and nudges the buyer to decide within a reasonable time.
| Aspect | Quote | Invoice |
|---|---|---|
| Timing | Before the buyer agrees | After the sale or delivery |
| Purpose | Set out terms for negotiation and acceptance | Request payment and record the transaction |
| Changes | Revised and re-sent as a new version | Usually corrected with a credit note rather than edited |
| Validity | Expires on a set date | Stands until paid or voided |
A worked example
| Item | Qty | Unit price | Discount | Line total |
|---|---|---|---|---|
| Laptop | 20 | 2,800 | 5% | 53,200 |
| Setup and deployment | 1 | 4,000 | 0% | 4,000 |
| Extended warranty per device | 20 | 150 | 0% | 3,000 |
The subtotal is SAR 60,200. Assuming a 15% tax rate, tax is SAR 9,030 and the total SAR 69,230, with the quote valid for 30 days. Showing the laptop discount as its own percentage lets the school's finance team see exactly what was conceded instead of a lower price with no explanation.
In Naffes CRM
In Naffes CRM a quote is created from a deal, either on the deal's Quote tab or under Sales > Quotes > New quote, where you pick the deal, and it starts from the deal's products. Each line has a quantity, unit price, discount % and tax %, and the quote has a valid-until date. Quotes can be downloaded as PDF or duplicated for a similar offer.
Send
The customer receives an email linking to a public quote page in Arabic or English, right-to-left for Arabic, and can switch between the two languages.
Effect on the deal
The first time a quote is sent, an open deal moves forward to its pipeline's quote stage; a deal already past it is never moved back, and the last-contact date is updated.
Customer decision
The customer accepts or declines on the same page. Expired or already-decided quotes cannot be accepted, and a daily job marks overdue quotes as expired.
After acceptance
A draft customer invoice is created, the quote's lines replace the deal's products so the deal amount updates, and the deal page prompts the rep to mark it Won.
The Quotes page lists every quote with a status filter: draft, sent, accepted, declined and expired. Each quote carries the chosen brand in its email, PDF and public page.
Acceptance and signatures: quotes have no e-signature; the customer accepts with a button on the public page. Acceptance does not mark the deal Won automatically; the rep confirms it.
Getting quotes accepted faster
- Send the quote while the conversation is fresh, ideally the same day.
- Keep the validity period short and reasonable, and state it in the covering message.
- Follow up within two or three days; an unchased quote gets buried in procurement.
- Track the share of quotes accepted. It is an early signal of win rate, and where the quote stage sits in your sales pipeline shows where deals stall.
Questions
Questions 2
What is the difference between a quote and an invoice?
A quote comes before agreement and can be revised and re-sent; an invoice comes after the sale and requests payment. In Naffes, an accepted quote becomes a draft invoice automatically, so line items are never typed twice.
Is the deal marked Won when the quote is accepted?
Not automatically. The deal page prompts the rep to mark it Won, because acceptance may still be followed by a signed contract or a deposit.