6. Quotations

Creating a New Quotation

In the Quotations area, click Create quote. The process is similar to invoices:

1. Select customer
2. Add items
3. Set validity period (default: 30 days)
4. 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.

Quotations use the same document design as invoices and reminders; only the introduction text is quotation-specific and can be switched in the Document Designer.

Right-Click Actions

Turning a Quotation into an Invoice

There is no direct action that turns a quotation straight into an invoice; invoices from quotations are always created via the order confirmation:

1. Right-click on a quotation (status Sent or Accepted) → Trigger Order Confirmation
2. Right-click on the resulting order confirmation → Create invoice

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 order confirmation is marked as Invoiced

Converting a Quotation to a Job

With the Jobs module active, you can continue a quotation directly as a job:

1. Right-click on the quotation → Convert to Job
2. The job dialog opens pre-filled (customer, title, quotation link)
3. After saving, quotation and job are linked to each other; the right-click menu takes you to the other document
4. The quotation is automatically marked as Accepted (from Draft or Sent)

If a job already exists for this quotation, HIVE asks before creating another one.

Quotation Status

Order Confirmation

For business processes that require a formal confirmation step between quotation and invoice, HIVE offers the Order Confirmation (OC).

Trigger an order confirmation:

1. In the Quotations tab: Right-click on a quotation (status Sent or Accepted)
2. Select Trigger Order Confirmation
3. The OC takes over all data from the quotation (customer, items, discounts, and amounts); an OC number is assigned automatically (e.g. AB-2026-0001)
4. HIVE then asks whether you want to create a job or an invoice from it right away, or neither. You can also decide later.

Follow-up actions via right-click on the OC:

The OC appears as an expandable row below the quotation. Via right-click, the following are available at any time:

• Create invoice: transfers all items and discounts to a new invoice (if one already exists, the entry opens the linked invoice instead)
• Create job: converts the quotation to a job (requires the Jobs module; if one already exists, the entry opens the linked job)
• PDF export and sending by email or WhatsApp

The order confirmation can be sent by email even when the desktop application is connected to the server (remote mode). The email text of the quotations is used.

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 → Job and/or Invoice

Only one order confirmation can be created per quotation. An OC can only be deleted if no invoice is linked to it.