Quotes in Zoho CRM are formal pricing documents that represent an agreed commercial offer between your organisation and a prospective customer. They set out the products or services being offered, the quantities, prices, discounts, and applicable taxes, giving both parties a clear reference point before an order is placed. Quotes in Zoho CRM are legally recognised documents that can be emailed directly to customers from within the system.

How Quotes Fit Into the Sales Process

Quotes typically follow a qualification stage and are created once a prospect has expressed interest in specific products or services. In Zoho CRM, a quote can be linked directly to a Deal record, allowing you to track the financial value of the opportunity alongside the relationship history. Once a customer accepts a quote, it can be converted into a Sales Order with a single click, avoiding the need to re-enter line item data.

Standard Quote Fields

• Quote Owner: The CRM user responsible for this quote.
• Subject: A descriptive title for the quote, for example "Software Licences Renewal 2026".
• Valid Until: The date until which the quoted price is guaranteed.
• Quote Stage: The current status of the quote (e.g. Draft, Delivered, On Hold, Accepted, Rejected).
• Account Name: The customer account to which this quote is addressed.
• Contact Name: The individual at the customer organisation receiving the quote.
• Deal Name: The deal record this quote is associated with.
• Price Book: An optional price book that overrides standard product pricing.
• Line Items: The products or services included, with quantities, unit prices, discounts, and tax.
• Terms and Conditions: Payment terms, delivery conditions, or other contractual notes.

Creating and Sending a Quote

1. Navigate to the Quotes module and click the button to create a new quote, or create one directly from within a Deal record.
2. Complete the header fields including Subject, Account Name, and Valid Until date.
3. Select a Price Book if applicable, then add your product line items. The system will calculate subtotals, discounts, and taxes automatically.
4. Save the quote and use the Send Email option to deliver it directly to the customer contact from within Zoho CRM.
5. Update the Quote Stage as the customer responds, moving it from Delivered through to Accepted or Rejected.

Converting a Quote to a Sales Order

When a customer accepts a quote, you can convert it to a Sales Order directly from the quote record. Zoho CRM carries over all line item data, pricing, and contact associations to the new sales order, ensuring consistency and saving time. The original quote record remains accessible for reference.