6. Quotations

Creating a New Quotation

In the Quotations area, click New Quotation. The process is similar to invoices:

1. Select customer
2. Add items
3. Set validity period (default: 30 days)
4. Save

Just like invoices, quotations support line discounts and an additional document discount. A default discount stored on the customer is proposed automatically.

When saving, HIVE automatically assigns a unique year-based quotation number in the format QT-YEAR-SEQUENCE, for example QT-2026-0001.

Quotations use the same document design as invoices and reminders — only the introduction text is quotation-specific and can be switched in the Document Designer.

Right-Click Actions

Converting Quotation to Invoice

This time-saving function takes over all data:

1. Right-click on a quotation
2. Select Convert to Invoice
3. Confirm the action

What happens automatically:

• A new invoice is created with all items
• Customer, address, VAT, discounts, and items are transferred
• A new unique invoice number is assigned
• The quotation is marked as Accepted

Converting a Quotation to a Job

With the Jobs module active, you can continue a quotation directly as a job:

1. Right-click on the quotation → Convert to Job
2. The job dialog opens pre-filled (customer, title, quotation link)
3. After saving, quotation and job are linked to each other — the right-click menu takes you to the other document
4. The quotation is automatically marked as Accepted (from Draft or Sent)

If a job already exists for this quotation, HIVE asks before creating another one.

Quotation Status

Order Confirmation

For business processes that require a formal confirmation step between quotation and invoice, HIVE offers the Order Confirmation (OC).

Trigger an order confirmation:

1. In the Quotations tab: Right-click on a quotation (status Sent or Accepted)
2. Select Trigger Order Confirmation
3. The OC takes over all data from the quotation (customer, items, discounts, and amounts); an OC number is assigned automatically (e.g. AB-2026-0001)
4. HIVE then asks whether you want to create a job or an invoice from it right away — or neither. You can also decide later.

Follow-up actions via right-click on the OC:

The OC appears as an expandable row below the quotation. Via right-click, the following are available at any time:

• Create invoice — transfers all items and discounts to a new invoice (if one already exists, the entry opens the linked invoice instead)
• Create job — converts the quotation to a job (requires the Jobs module; if one already exists, the entry opens the linked job)
• PDF export and sending by email or WhatsApp

Document type filter:

In the Quotations tab you can use the document type filter to switch between quotations and order confirmations.

Workflow overview: Quotation → Order Confirmation → Job and/or Invoice

Only one order confirmation can be created per quotation. An OC can only be deleted if no invoice is linked to it.