Creating a New Quotation
In the Quotations area, click New Quotation. The process is similar to invoices:
- Select customer
- Add items
- Set validity period (default: 30 days)
- 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.
The quotation layout can be designed separately from the invoice layout.
Right-Click Actions
| Action | Description |
|---|---|
| Edit | Opens the quotation for editing |
| Preview | Shows the PDF in preview window |
| Export PDF | Saves as PDF file |
| Send by Email | Sends to the customer |
| Send via WhatsApp | Opens WhatsApp with a prepared message and highlights the PDF in Explorer |
| Convert to Invoice | Creates an invoice from the quotation |
| Create Order Confirmation | Generates a formal order confirmation from the quotation |
| Change Status | Manual status change |
| Delete | Removes the quotation |
Converting Quotation to Invoice
This time-saving function takes over all data:
- Right-click on a quotation
- Select Convert to Invoice
- 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
Quotation Status
| Status | Meaning |
|---|---|
| Draft | Still being edited, not sent |
| Active | Sent to the customer |
| Accepted | Customer has agreed |
| Rejected | Customer has declined |
| Expired | Validity period exceeded |
Order Confirmation
For business processes that require a formal confirmation step between quotation and invoice, HIVE offers the Order Confirmation (OC).
Create an order confirmation:
- In the Quotations tab: Right-click on a quotation
- Select Create Order Confirmation
- The OC takes over all data from the quotation (customer, items, discounts, and amounts)
- An OC number is automatically assigned (e.g. AB-2026-0001)
- You can edit the OC, export it as PDF or send it by email
Convert order confirmation to invoice:
- In the Quotations tab: Filter by Order Confirmations in the document type filter
- Right-click on the OC → Create as Invoice
- All items and discounts are transferred to a new invoice
- The OC is marked as "Accepted"
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 → Invoice
| Status | Meaning |
|---|---|
| Draft | OC created, not yet sent |
| Accepted | Invoice was created from the OC |
| Cancelled | OC was manually cancelled |
Only one order confirmation can be created per quotation. An OC can only be deleted if no invoice is linked to it.