Quotes Management in Salesforce

July 29, 2016 Appirio

By Aditi Bhardwaj

A quote is basically a record showing proposed prices for any product or service. When we add a product into an opportunity, Salesforce will automatically link our quote with the product and allow us to generate and email the quote to the customer. We can have multiple quotes associated with a single opportunity, but only one of them can be synced with the opportunity record. Only the details associated with that quote and its line items are synchronized with the opportunity.

How to enable quotes in the SFDC org

By default, quotes are not enabled for an organization. Admins can follow the below steps to enable them:

Go to: Setup ⇒ Customize ⇒ Quotes ⇒ Settings ⇒ Enable Quotes (checkbox)

Similarly, in order to disable quotes, you just need to deselect the “Enable quotes” checkbox. (Note: the user permission needed to enable or disable quotes is “Customize Application.”)


How does it work?

Once quotes have been enabled, we can use them on an opportunity record. We need to add the “Quotes related list” on opportunity page layouts to make quotes visible on an opportunity.

Quotes do not have any separate entity. They are always linked or associated with an opportunity, and that is why we don’t have a separate tab for them in the Salesforce UI.

QM2Now we can create a quote on an opportunity using the “New Quote” button. When a new quote is created, it will automatically pick up the opportunity product and create a quote line item for it.

It also pulls in the “Bill To” and “Ship To” address details from the opportunity into the quote, as shown below:



After saving the quote, we can see the “Start sync” button on the quote detail page. That will enable us to sync a quote with its corresponding opportunity. 

We know that we can have multiple quotes on an opportunity, but we can only synchronize with one of the quotes. For that, we must choose which will be the quote for syncing.

By clicking on the “Start sync” button on the quote detail page, we can start syncing a quote, at which point the details from that quote and its quote line items will be synced with that opportunity.

Lastly, when our quotes are finalized and we want to send that quote to the customer, we first click on the “Create PDF” button on the quote detail page. This will create a PDF version of our quote, and then we can email that quote to the customer by clicking the “Save and Email Quote” button on the generated PDF preview, as shown below:


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