--- title: "Quotation software that prices correctly and locks what you send" description: "1flux quotation software drafts lines from a customer's PO with AI, routes approvals by amount, locks the PDF and lets customers accept the quote online." url: https://1flux.ai/products/quotations last_updated: 2026-10-11 --- Quotations # Quotation software that prices correctly and locks what you send Build from your catalogue, or let AI draft the lines from a customer's PO. Get sign-off, then send one locked PDF by email, WhatsApp or a secure link. ## In short 1flux Quotations is quotation software for B2B trading, distribution and project-supply companies. Salespeople build a [quotation](https://1flux.ai/glossary/quotation) from the catalogue, or let AI draft the lines from a customer's PO or RFQ, and 1flux recalculates every price and VAT figure on the server. Approval rules route quotes by amount, and nothing can be sent until it's approved. The approved PDF is then locked and delivered by email, WhatsApp or a secure link, where the customer can accept online by typing their name. Drop in a customer's PO and Import PO with AI drafts the lines. Anything not in the document stays blank. View as text 1. A salesperson opens a new draft quotation and chooses Import PO with AI. 2. They drop in the customer's purchase order, PO-4471.pdf. 3. 1flux imports 8 lines with a 94% confidence score: it fills the customer reference (PO-4471), the quote date and the currency (USD), and matches each item code to the catalogue. 4. The salesperson chooses the customer and checks the totals. The source file stays attached to the quotation. Sound familiar? ## Why move from Word and Excel to quotation software? Many traders quote from a Word template, a pricing spreadsheet and a WhatsApp thread. It works until volume grows. - “Which version did the customer actually get?” - “Who approved this discount?” - “It took all afternoon to retype the customer's RFQ, and we still got two item codes wrong.” - “The Arabic customer name prints as broken, disconnected letters.” - “They accepted last week, but operations never got the PO.” 1flux treats the quotation as a controlled document. It’s drafted from your catalogue or the customer’s own PO, approved before it leaves, locked once it’s issued and handed to operations when the customer’s PO arrives. Import PO with AI ## Turn a customer's PO or RFQ into a draft quotation with AI **Import PO with AI** reads your customer’s purchase order or [request for quotation (RFQ)](https://1flux.ai/glossary/request-for-quotation) and drafts the quotation lines. It removes the retyping, and it’s careful about it. - Upload a PDF, PNG, JPEG or WebP file of up to 10 MB, such as a scan or a phone photo. - 1flux fills in the customer reference, document date, currency and up to 200 lines. - Lines whose item code matches your catalogue are linked to that item, taking its price and tax when the PO shows no price. - You see how many lines were imported, with a confidence score. - It never invents values. Anything it can’t read is left blank, and instructions hidden inside the document are ignored. - The source file is attached to the quotation. A person reviews the draft before it’s submitted, and nothing reaches the customer until the quote is approved. Import PO with AI is built in, not bolted on: it works on the same structured catalogue and customer records your team uses. [How AI works in 1flux](https://1flux.ai/platform/ai) 1. Customer PO or RFQ (PDF or photo, up to 10 MB). 2. Import PO with AI (Reference, date, currency). 3. Draft lines (Up to 200, with confidence). 4. Catalogue match (Exact item codes). 5. You review (Customer and totals). The customer's own document becomes draft lines matched to your catalogue, for you to review. The builder ## Build quotations from your catalogue, not a blank page 1flux gives your team one quotation builder for every offer, from a three-line spare-parts quote to a long project schedule. Pick catalogue items, add custom lines for one-off items and group lines under headings such as “Chilled water pumps”. - **Discounts and shipping:** per line or on the whole document, with shipping charged with or without tax. - **Availability per line:** “Ex-Stock” or your own wording, such as “1–2 weeks after order”. - **Notes and wording:** customer-facing notes, internal notes that never print, and reusable proposal sections for scope, warranty and terms. - **Payment details:** bank name, IBAN and SWIFT from the issuing company, editable per quote. - **Limits:** up to 500 lines and 30 attachments per quotation, with keyboard shortcuts to save and add lines. Choosing the customer fills in contacts, addresses and payment terms from their [credit days](https://1flux.ai/glossary/credit-days). Numbers follow your own format, for example `QT-2026-00001`, from one workspace-wide sequence shared by all your companies. Lines from the catalogue under a heading, with availability, discounts, tax and totals. Pricing and tax ## How does 1flux calculate prices and VAT on a quotation? 1flux recalculates every line on the server each time a quotation is saved, so an edited total in the browser can’t reach the customer. - **Price:** if the salesperson doesn’t type one, it comes from the item’s list price effective on the quote date. - **[VAT](https://1flux.ai/glossary/vat):** the rate comes from the item’s tax code in force on the quote date and is copied onto the line. - **Units:** alternate units, such as a box of 30, apply their conversion. - **Arithmetic:** exact fixed-point money, never floating point. For a document-level discount, switch on **Convert discount to net price** when VAT should be charged on the discounted amount. One quotation line, priced on the server Example - Line gross: 4 × 2,400.00 9,600.00 - Line discount 5% −480.00 - Net after discount 9,120.00 - VAT 5%, rate in force on the quote date 456.00 Line total (AED) 9,576.00 Illustrative numbers. The line discount comes off before line tax is calculated. Approvals ## Route quotes for approval by amount, and block sending until they're approved 1flux won't let a quotation leave until it's approved. Submit for approval checks your rules and moves the quote to Pending approval, or straight to Approved if no rule applies. Quotations above your approval band wait for the head of sales. Approved PDFs lock. View as text 1. A salesperson submits quotation QT-2026-00118 for AED 63,000.00 (AED 60,000.00 plus 5% VAT) for approval. 2. It waits for the head of sales, Tariq Mahmoud, because it is above the 50,000 approval band. Until it is approved, it cannot be emailed, shared on WhatsApp or sent as a link. 3. Tariq approves it. The quotation is Approved, and its PDF is frozen and locked: the same file is emailed, shown on the customer link and downloaded. - **Rules by amount:** bands on the quotation total, for example every quote of AED 100,000 or more. - **Quorum:** require one, all or N of M named approvers. - **Decide anywhere:** on the quote itself or in the Approvals inbox, with requests also sent by email. - **Rejection with a reason:** the quote returns to **Draft** with the reason recorded. - **Blocked on the server:** email, WhatsApp sharing and customer links are refused until the quote is approved. Rules are set up without code in Settings → Workflows, as an [approval workflow](https://1flux.ai/glossary/approval-workflow) on the same engine used for deals and tasks. [Workflows and approvals in 1flux](https://1flux.ai/platform/workflows-and-approvals) Locked PDF ## One locked PDF: what you approve is what the customer gets When a quotation is approved, 1flux freezes it. The PDF, the data behind it, the design version, images and fonts are stored together and can’t be altered. The same file is emailed, shown on the customer link and downloaded by your team. - **Checked first:** a missing image, overflowing text or a missing font blocks approval, so the draft stays fixable. - **Issuer details frozen too:** the issuing company’s name, address, registrations, logo and bank details are copied onto the quote, so later profile edits don’t rewrite it. **Revisions with a reason.** Need to change an approved, sent or accepted quote? **Edit** creates a [revision](https://1flux.ai/glossary/quotation-revision) numbered `QT-2026-00010/R1`, then `/R2`. Each revision needs a reason, starts as a draft and is approved again. Earlier versions stay unchanged. 1. Draft (QT-2026-00118): Draft. 2. Approval: Pending approval. 3. Approved: Approved. 4. Sent: Sent. 5. Accepted: Accepted. Sending ## Send by email, WhatsApp or a secure link the customer can answer 1flux gives you three ways to deliver an approved quotation, and each carries the same locked PDF. - **Email:** up to 25 To and 25 CC addresses, with the PDF attached and an optional **View and respond** button. The first send moves the quote to **Sent**. - **WhatsApp:** **Send on WhatsApp** opens WhatsApp with a message from your template, including the total and the secure link. You send it from your own account (click-to-chat), and the share is logged. - **Secure link:** an optional password and an expiry of 1–365 days, revocable at any time. The customer sees the locked PDF on a page that works on a phone, with **Print**, **Decline** and **Accept quotation**. You’re notified when they open it. While the quote is **Sent**, the customer accepts or declines by typing their full name, with an optional note such as their PO number, and 1flux records the response. Internal notes and costs never reach the customer page. Approve once and the PDF locks. Email, the secure link and WhatsApp all carry that same file. Quotation requests ## Ask a colleague to prepare the quote Often the salesperson owns the customer but an estimator builds the quote. 1flux handles that hand-over with quotation requests. - From a deal, **Request quotation** captures the lines (up to 200), currency, required-by date, priority, notes and attachments. - Requests move through **Requested → Approved → Assigned → In preparation → Quoted**. A manager approval step is optional. - **Create quote** opens a draft with the company, deal and lines filled in, owned by the requesting salesperson. - When the quote is sent, the request moves to **Quoted** by itself. 1. Requested (From the deal). 2. Approved (Optional manager step). 3. Assigned (Nour Khalil). 4. In preparation (Draft quotation). 5. Quoted (Moves when sent). Cover letter ## A formal cover letter with three signatories Many project customers expect a quotation to open with a formal letter. 1flux includes one as standard: logo, C.R. / Tax ID, Ref. and date; To, Attn, Project and Subject; terms for validity, availability, delivery and payment; and “Yours faithfully” with **three signature blocks** for Prepared by, Salesman and an optional third signatory. Set defaults and reusable templates once, then adjust per quote. The cover letter: Ref, To, Attn, Project and Subject, your terms and three signatories. Entities and Arabic ## Quote from any of your companies, with Arabic that prints correctly 1flux lets each quotation be issued by one of your [legal entities](https://1flux.ai/glossary/legal-entity), with that company’s letterhead, logo, registrations and bank details. People see only the companies they’re allowed to issue from. - **UAE companies:** trade licence and VAT / Corporate Tax [TRN](https://1flux.ai/glossary/tax-registration-number). - **Saudi companies:** [Commercial Registration (CR)](https://1flux.ai/glossary/commercial-registration), VAT registration number and the [Saudi National Address](https://1flux.ai/glossary/saudi-national-address) layout. - **Arabic text:** customer names, titles and terms are shaped and ordered correctly in the PDF with an embedded Arabic font, and stay selectable. - **Arabic/English layouts:** design them side by side in Document Studio, the [quotation template designer](https://1flux.ai/platform/document-designer) built into 1flux. An Arabic/English layout from Document Studio: the Arabic name and title print shaped correctly. Hand-off ## Hand the won quote straight to operations In 1flux, the salesperson marks the quote accepted, or the customer accepts online, and then attaches the [customer purchase order](https://1flux.ai/glossary/customer-purchase-order). - **Attach customer PO** requires the PO number, date and file. - **Send to operations** creates an order request linked to the quote, deal and salesperson. - Each revision chain allows one live request, so a re-issued quote can’t create a duplicate order request. Operations turn the request into a sales order with lines, discounts, VAT and shipping carried over. See [sales orders and fulfilment](https://1flux.ai/products/sales-orders), or follow the whole flow in [the quote-to-cash guide](https://1flux.ai/guides/quote-to-cash). 1. Quotation (QT-2026-00118): Accepted. 2. Attach customer PO (Number, date and file). 3. Order request (Send to operations): Awaiting order. 4. Sales order (SO-2026-0042). How it works ## How does a quotation move through 1flux? Seven steps from a blank draft to an order request. 1. ### Start a quotation Blank, from a deal or from a colleague's request. 2. ### Add lines From the catalogue, typed in, or with Import PO with AI. 3. ### Submit for approval Rules route it by amount to the right approvers. 4. ### Lock on approval 1flux checks the design, then freezes the PDF and its data. 5. ### Send it By email, WhatsApp or a secure link. 6. ### Record the outcome The customer responds online, or you mark it accepted or declined. 7. ### Hand off Attach the customer PO and choose Send to operations. The Quotations register shows counts per status, **Mine** and **My team** filters, a board view and each quote’s activity timeline. One flow ## Connected to the rest of 1flux Quotations sit between the CRM that feeds them and the sales orders they become. 1. [CRM](https://1flux.ai/products/crm) Customer, terms, deal 2. Quotations Accepted quote + PO 3. [Sales orders](https://1flux.ai/products/sales-orders) - **[1flux CRM](https://1flux.ai/products/crm):** customers, contacts, addresses and credit days fill the quote, and deals list their quotations and requests. - **Workflows and Document Studio:** approval rules and PDF layouts are shared platform settings. - **Sales orders:** accepted quotes hand off as order requests. Who it's for ## Who quotes in 1flux? - ### [Salespeople and sales heads](https://1flux.ai/products/crm) Quote daily, with approvals that don't stall in a chat thread. - ### Estimators and sales coordinators Prepare quotes for the field team from a request queue. - ### [Trading and distribution companies](https://1flux.ai/solutions/trading-and-distribution) Quote from a large catalogue, in any currency. - ### [MEP and building-materials suppliers](https://1flux.ai/solutions/building-materials) Formal, multi-page quotes for named projects. FAQ ## Questions, answered Still deciding? [Talk to sales](https://1flux.ai/contact) ### Can customers accept a quotation online? Yes. Once the quotation is Sent, the customer opens the secure link, reviews the locked PDF and chooses Accept quotation or Decline, typing their full name and an optional note such as their PO number. 1flux records the response on the quotation and notifies the quote owner, who can then attach the customer PO and send the order to operations. ### Can quotations require approval before they're sent? Yes. Submit for approval checks your rules and, when one applies, moves the quotation to Pending approval. Rules use bands on the quotation total, for example every quote of AED 100,000 or more, and can require one, all or N of M named approvers. Email, WhatsApp sharing and customer links stay blocked on the server until the quote is approved, and a rejection returns it to Draft with the reason recorded. ### Can I send quotations on WhatsApp? Yes. Send on WhatsApp opens WhatsApp with a message built from your template, including the quotation number, customer name, total and a secure link to the locked PDF. You send it from your own WhatsApp account, and 1flux logs the share. When the customer opens the link, 1flux marks the quotation as viewed and notifies the quote owner. ### How accurate is "Import PO with AI"? 1flux shows a confidence score with every import, and Import PO with AI never invents values. It reads a PDF, PNG, JPEG or WebP file of up to 10 MB, fills in the reference, date and currency, drafts up to 200 lines and matches item codes to your catalogue. Anything it can't read is left blank, and instructions hidden inside the document are ignored. A person reviews the draft before anything reaches the customer. ### Does 1flux print Arabic correctly on quotation PDFs? Yes. 1flux shapes and orders Arabic text correctly in quotation PDFs, using an embedded Arabic font, so customer names, titles and terms print as connected Arabic and stay selectable. In Document Studio, the quotation designer built into 1flux, you can design Arabic and English layouts side by side and issue each quote from the right legal entity's letterhead. ### Can I revise a quotation after it's been sent? Yes. Edit on an approved, sent or accepted quotation creates a revision numbered /R1, then /R2, and each revision needs a reason. The revision starts as a draft and goes through approval again, so the customer only ever receives an approved, locked PDF. Earlier versions are kept unchanged, and each revision chain can hand only one live order request to operations. ### Can I quote in US dollars or another currency? Yes. Each 1flux quotation has one currency, which comes from the customer, the deal or the issuing company, or from a customer PO read by Import PO with AI. 1flux handles any currency per document, including three-decimal currencies. Exchange rates apply later in the flow: sales invoices store the rate for the invoice date, and customer payments post any realised FX gain or loss. Related ## Keep exploring ### [AI in 1flux](https://1flux.ai/platform/ai) AI that works on the same records, permissions and audit trail as your team, and drafts quotations from customer POs today. ### [Document designer](https://1flux.ai/platform/document-designer) Design quotation PDFs by drag and drop, with live fields, tables that run across pages and Arabic that prints. ### [Sales orders](https://1flux.ai/products/sales-orders) Customer POs to orders, deliveries, invoices and payments, on one board. ### [Workflows and approvals](https://1flux.ai/platform/workflows-and-approvals) Stage rules, approvals by amount and one approvals inbox, configured without code. ### [Quote-to-cash guide](https://1flux.ai/guides/quote-to-cash) The eight stages from enquiry to cash in the bank, with the documents, controls, KPIs and a checklist. ### [Deal pipeline](https://1flux.ai/products/crm/deal-pipeline) A monthly deal board with stage rules, approvals and lost reasons. Last updated 11 October 2026