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User Manual Sales cycle Version 1.0 · Stable

Manual Sales cycle quotes

The cycle quote is the priced proposal linked to a deal. It follows its own 5-status cycle — from In preparation to Approved — drives the remaining amount to invoice, and exports to PDF.

Quote statuses

Linked deal

Tracking columns

PDF

Document export

Overview

Cycle quotes are the commercial proposals issued as part of a deal. A single deal can carry several successive quotes (revisions after customer feedback). Each quote follows a precise status cycle (5 statuses) and stays linked to the original opportunity.

Business goal

Price a proposal for a deal
Track the customer's decision (quote status)
Revise after negotiation (Edited)
Turn an Approved quote into an order

Target audience

Sales reps — issue and revise the quotes
Team leads — approve the proposals
Accounting — turns the approved quote into an invoice

Position in the cycle

The cycle quote is linked to a deal. An Approved quote can be turned into a purchase order and then invoiced.

Access and navigation

Left-hand side menu: Deals → Quotes.

Swifto ERP — Deals menu

SWIFTO

Global dashboard

Sales

Sales cycle

Dashboard by statuses

Sales cycles

Quotes

Meetings

Notes

Settings

Purchasing

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The list of cycle quotes opens on the right after clicking "Quotes".

List of quotes

The list shows the quotes with their status (colored text), the number, the date, the sales rep, the type, the customer, the total excl. tax and the amount remaining to invoice.

Deals › Cycle quotes

SWIFTO

Global dashboard

Sales cycle

Dashboard by statuses

Sales cycles

Quotes

Meetings

Notes

Settings

012 Mr Skander TRABELSI

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Sales cycle quotes

Status⇅	Number⇅	Date⇅	Vendor⇅	Type⇅	Customer⇅	Total excl. tax⇅	Remaining excl. tax⇅
Approved	DCV: N°000087	14/04/2026	Skander TRABELSI	Customer	FONDS CLAIR	38,500.000^TND	0.000^TND
Opportunity	DCV: N°000086	10/04/2026	Skander TRABELSI	Prospect	ECAR	22,100.000^TND	22,100.000^TND
Edited	DCV: N°000085	08/04/2026	Yosr KAMOUN	Customer	EL MAZRAA	7,900.000^TND	7,900.000^TND
In preparation	DCV: N°000084	05/04/2026	Yosr KAMOUN	Prospect	NOVA RETAIL	12,400.000^TND	12,400.000^TND
Rejected	DCV: N°000083	02/04/2026	Yosr KAMOUN	Prospect	BUFFET CONCEPT	15,300.000^TND	0.000^TND

Table columns

Column	Description
Status	Current status of the quote, shown as colored text (section 7).
Number	Unique reference of the quote (e.g., DCV: N°000087).
Date	Issue date of the quote.
Sales rep	Issuing sales rep.
Type	Customer / Prospect / Referrer (carried over from the deal).
Customer	Recipient of the proposal.
Total excl. tax	Total tax-excluded amount of the quote.
Remaining excl. tax	Amount remaining to invoice (red while > 0) — section 9.

Toolbar & actions

New

Creates a quote linked to a deal (section 5).

PDF / Excel

Exports the list (top of page) or the quote (per row).

Search

Filters by status, number, customer, sales rep and period.

Detail (per row)

Opens the quote: lines, amounts, linked deal, status.

The icon per row generates the quote as a PDF (to send to the customer); the icon opens the detail.

Create a cycle quote

Click New. Link the quote to a deal, choose the customer, add the lines (items, quantities, discounts, VAT), then save it with the status In preparation.

New cycle quote

Cycle quote

Status:

In preparation

Sales Cycle: *

IT equipment fleet

Date:

14/04/2026

Customer: *

SOCIÉTÉ FONDS CLAIR

Currency:

Dinars

Σ Discount:

0.000

Σ Excl. tax:

38,500.000

Σ VAT:

7,315.000

Σ Incl. tax:

45,815.000

Remaining to invoice:

38,500.000

Quote lines

	Article	Unit price	Discount %	Unit price after discount	VAT	Quantity	Σ Excl. tax
	467802 - SMART SUPERVISOR MODULE	650.000	0,000 %	650.000	19,000 %	50.000	32,500.000
	467811 - ANNUAL LICENSE	1,200.000	0,000 %	1,200.000	19,000 %	5.000	6,000.000

Deal required

A cycle quote is always linked to a deal. Create the deal first if it doesn't exist yet, then issue the quote.

Status cycle

A quote moves through 5 statuses. It is entered In preparation, issued as an Opportunity, possibly Edited after feedback, then either Rejected or Approved.

flowchart LR
  P[In preparation]:::prep --> O([Opportunity]):::opp
  O --> M[Edited]:::mod
  M --> O
  O -->|rejected| R([Rejected]):::rej
  M -->|rejected| R
  O -->|accepted| A([Approved]):::app
  M -->|accepted| A
  A --> C[-> Order / Invoice]:::app
  classDef prep fill:#FEFCE8,stroke:#A0A000,color:#7a7a00;
  classDef opp fill:#f3f1ff,stroke:#7366fe,color:#1f1c3d;
  classDef mod fill:#FEF3C7,stroke:#E0850B,color:#92400E;
  classDef rej fill:#FEE2E2,stroke:#EF4444,color:#991B1B;
  classDef app fill:#D1FAE5,stroke:#1A8EA5,color:#0E6B78;

Detail of the 5 statuses

Status	Code	Meaning
In preparation	0	Quote being drafted, not yet submitted to the customer. Freely editable.
Opportunity	1	Quote issued / proposed to the customer, awaiting their decision.
Edited	2	Quote revised after customer feedback (new version of the proposal).
Rejected	3	Proposal declined by the customer. The remaining amount to invoice drops back to 0.
Approved	4	Quote accepted — convertible into an order / invoice.

The text colors (yellow In preparation, blue Opportunity, orange Edited, red Rejected, turquoise Approved) make it easy to spot a quote's status at a glance in the list.

Deal linkage

Each quote belongs to a single deal. This makes it possible to group, under the opportunity, all the successive proposals and to measure the conversion rate.

1 deal

The opportunity

N quotes

Successive revisions

1 approved

Towards the order

The detail record of a deal lists all its quotes; conversely, the detail of a quote shows the linked deal.

Remaining to invoice

The Remaining excl. tax column shows the portion of the quote not yet turned into an invoice. It is shown in red as long as it is > 0, and drops to 0.000 once the quote is fully invoiced (or rejected).

> 0.000 TND

Quote not (or only partially) invoiced: there is still an amount to be turned into an order / invoice.

0.000 TND

Quote settled: fully invoiced (Approved → invoiced) or Rejected.

Business rules

Initial status — a new quote is created In preparation; it becomes Opportunity once issued to the customer.

Approved = convertible — only an Approved quote can be turned into a purchase order and then invoiced.

Revision = Edited — after customer feedback, the revised quote moves to Edited; keep the history to trace the negotiation.

Company isolation — a cycle quote belongs to the current company and is never visible from another company.

Roles & permissions

Action	Sales rep	Team lead	Management	Admin
View quotes	✅	✅	✅	✅
Create / issue a quote	✅	✅	—	✅
Edit / revise	✅	✅	—	✅
Approve / Reject	—	✅	—	✅
Generate the PDF	✅	✅	✅	✅
Delete	—	✅	—	✅

Indicative matrix — depends on the profiles defined in your company.

FAQ & Tips

What's the difference with a standard sales quote?

The cycle quote is linked to a deal (sales pipeline) and follows the 5 statuses of the cycle. The standard sales quote is a stand-alone sales document.

My quote stays "In preparation"?

As long as it hasn't been issued (moved to Opportunity), it stays in preparation — useful for preparing it without sending it to the customer.

How do I follow up on a pending quote?

Log the follow-up via a note on the deal, and revise the quote (Edited) if the customer requests an adjustment.

Swifto ERP · Sales cycle · User Manual v1.0

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