Confirm the estimate: directly or after the customer accepted

Where to find it

Releasing, closing or finalizing the estimate is the Confirm estimate button: it is the one that turns the quote into an order. In the menu, in Quotes, open the quote. The button is the black one at the right end of the bar at the top of the page; on a phone, it sits on the fixed bar at the bottom. It has one of two names:

• Confirm estimate: when the quote has not been sent to the customer yet, or has already come back to your company;
• Customer confirmed: when the proposal is with the customer (the quote shows as Awaiting customer approval).

When your store sends orders to the ERP, the button gets the ERP badge and the description starts saying that the order goes there too.

Confirm directly, without sending the estimate

In Draft or Waiting, Confirm estimate closes the order right away: the button's description says "closes the order directly, without review". It is for the customer who already approved by phone, in the conversation or in person, and does not need to receive any proposal.

If the customer record requires reviewing the proposal before closing, the screen asks first: "This customer requires reviewing the proposal before closing. Confirm directly, without sending the estimate?" Answering yes closes the order all the same; canceling leaves everything as it was, and then the way is Send estimate (see Send estimate: freeze and deliver the PDF to the customer).

Record the acceptance with Customer confirmed

When the frozen proposal is with the customer and they reply that they accept (by WhatsApp, phone, email), click Customer confirmed. The Customer confirmed — COT-… window opens, which reminds you which version the customer has in hand:

1. In How did the acceptance arrive? (optional), the field already comes with "WhatsApp". Change it if it came another way, or leave it as is.
2. Click Record and confirm.
3. If the stock or ERP window shows up (sections below), check it and continue.

The order closes, and the page starts showing Confirmed — recorded by <your name> (WhatsApp). The acceptance is the customer's; the record is yours, and it carries your name.

⚠️ The acceptance applies to the version the customer has. If the proposal changed after it was sent, they accepted the previous version. Check before recording.

The window that shows up before closing

In two cases the click opens a review window before closing:

• Check before closing: there is an item without enough stock and nobody has decided what to do. It offers the same choices as the table: Send the ordered quantity anyway, Send only what's in stock (with the pre-sale, in the store that counts it) and Send only what's in stock, without the pre-sale (in the store without pre-sale, Send only what's in stock and remove what isn't). The last one sends only what is on the shelf, and the item with nothing there leaves the estimate. See Stock on the quote: the shortage warning and the ways out.
• This order will be written to your ERP: the store sends orders to the ERP. The window shows what will be written, and the final button says Confirm and send to the ERP (or Record and send to the ERP, in the case of the customer's acceptance).

Closing the window without clicking cancels the confirmation.

What changes when the order is confirmed

• The status becomes Confirmed, and the number changes from COT to ORD: the same document, with the same base number.
• A message confirms it, for example: "Order #123 confirmed — 2 items were left out and 1 warning recorded on the order."
• The quote locks for good: price, items and terms no longer change.
• When the store sends orders to the ERP, the sending happens at that moment. If it fails, see When the confirmed order doesn't get into the ERP.

The Sending record: warnings and items left out

After confirming, the order page gets the Sending record block (when the store has an ERP, it sits as a section inside the ERP panel). It starts collapsed and shows the counts next to the title: "2 items did not go into the order", "3 warnings recorded at sending". Click to open it:

• Items left out: each line that did not go into the order, with code, description, quantity and the reason: zero quantity, code not found in the catalog, removed by the seller's decision or did not get into the order's outputs, and where it did not go (ERP, customer file).
• Warnings at the time of sending: what the screen was warning about at the moment of confirmation: an open review issue, an item outside the packaging multiple, stock shortage, blank billing method or payment terms, an order below the minimum, and the like.

It is a record, not a to-do list: it is there to answer, days later, why the order went out the way it did. The quote still keeps everything the customer asked for.

What does not stop you from confirming

Almost nothing stops it. A review issue, stock shortage, a quantity outside the multiple and a zeroed line become a warning, not a lock. You see the warnings beforehand, in the review panel, and they are saved in the Sending record. A blank billing method does not lock in a store without an ERP. In a store that sends orders to the ERP, it only warns when the integration has a default method: the order goes with it, and the warning says Goes with the default billing method.

⚠️ The consequence is still yours: confirming with a stock shortage without deciding sends the full quantity to the order and to the customer's file.

When the confirm button is grayed out

The button is grayed out when the order cannot be built or the store does not accept it, and the reason shows next to it, in View the reason (or See the N reasons). Hover or click to read it. In a store without an ERP, the minimum order shows up in a short sentence that points to the review panel, where the detail is. The cases:

• the order is below the minimum order and the store does not accept orders below it: add items. This applies to any store, with or without an ERP;
• the store sends orders to the ERP and something the order needs in order to be written is missing: a customer without CNPJ (the reason says Customer without CNPJ: choose on the quote a customer with a CNPJ in their record), an order without items, or a billing method that neither the quote nor the integration resolves (the reason says Connection without a default billing method: whoever handles the integration registers the default method);
• the customer has an overdue receivable in the ERP and the store turned on, in Commercial Rules, Block sending for customers with overdue receivables: the reason shows as Customer with an overdue receivable, the order does not go out, with how many receivables, the total and the date of the oldest one. The quote stays saved and can be confirmed when the receivables are paid. An open receivable that is still within its term does not block;
• the store's ERP refuses this customer (not registered, duplicate record or blocked customer): the reason says which it was and in which ERP. Fix the record in the ERP (or ask whoever registers customers) and use Check in ERP on the quote (section below);
• in some stores the refusal also applies to other ERP predictions. In the others, the review panel warns that the order will fail in the ERP, but the button stays enabled;
• you work at a rep agency that reserves sending to the ERP for the Partner or the Administrative staff: the description says "writes to the ERP — only the Partner or the Administrative staff confirms". Ask one of them.

For the order's blockers (minimum, customer, items, billing method, overdue receivable, ERP prediction), the company or store administrator sees, in the Other actions menu, the Confirm anyway item, and the waiver is recorded. It warns that the order may be refused by the ERP. Sellers do not see this option; if you need it, ask the administrator. The rep agency's reservation has no such way out: the one who confirms is the Partner or the Administrative staff.

A customer the ERP refuses locks the confirmation

The ERP only accepts orders from customers registered in it, without duplicates and without a block. When Vendria already knows the ERP will refuse the customer, the confirm button is grayed out, in any store: confirming would only produce an order that does not get into the ERP. On the quote, the customer review strip turns red and says in which ERP the customer is missing and, if they exist in another of the company's ERPs, where.

What unlocks it:

1. Register the customer in the indicated ERP, or ask whoever registers customers. Whoever can register customers in the ERP through Vendria sees, on the strip itself, the Register customer in ERP (…) button. See Request the registration of a new customer.
2. After the ERP approves the registration, click Check in ERP: Vendria asks the ERP right away, and the confirmation is released.

In the store where the ERP accepts the registration inside the order, there is no need to wait: whoever can register sees, on the strip, Register along with the order. With the registration saved, the strip turns blue and the confirmation is released right away; the customer goes to the ERP in the same sending as the order. See Request the registration of a new customer.

Even without the click, the refusal does not stay valid for long: it is checked again with the ERP after about 10 minutes, while an accepted customer stays valid for 24 hours. That way, whoever just registered the customer in the ERP is not blocked by an old answer.

Vendria also learns from the sending. When a confirmed order comes back refused by the ERP because the customer is not registered there (or is there twice), that answer is kept, and the next confirmation for that CNPJ, in the same ERP, locks earlier, instead of sending another order that would be refused. See When the confirmed order doesn't get into the ERP.

Common questions

How do I release, close or finalize the estimate? Open the quote in Quotes and click Confirm estimate. If the proposal is already with the customer, the button is called Customer confirmed: click it when the customer accepts.

Is releasing the order the same as releasing the customer's credit? No. Confirming the estimate is up to you, on the quote. Credit belongs to the store's ERP: when the store is integrated, the quote shows next to the customer Available credit with the amount, No credit available, Customer blocked in the ERP or Credit: no data in the ERP. That badge is information and does not gray out the confirm button. Changing the limit or unblocking the customer is up to whoever handles credit at your company, in the ERP, and is not done through Vendria.

I exported the quote on WhatsApp. Is the order already confirmed? If you are a seller or sales rep, and not a company or store administrator, no: the quote stays in draft, marked as exported, and Dri warns that the order has not been created yet. Open the quote on screen and click Confirm estimate. See Export the quote as Excel or PDF on WhatsApp.

Why doesn't the confirm button show up? The quote has already been confirmed, rejected, canceled or has expired, or it is not a document you can close.

The quote expired and the customer accepted now. What now? An Expired quote cannot be confirmed. Open the quote and change what is needed (it goes back to editing), resend it with a new deadline and record the acceptance of the new version. See Edit a sent proposal: reopen, revise and resend.

I confirmed by mistake. Can I undo it? A confirmed order does not go back to being a quote on screen. The way is to cancel the order and, if needed, duplicate the quote. See Duplicate and revise a quote.

And when it is a purchase with several orders? Each order has its own button, and the purchase page has Confirm all. See The purchase page: confirm, reject and add stores all at once.

Why is Confirm all grayed out on the purchase page? Some order in the purchase will be refused at confirmation (for example, that store's ERP refuses the customer), and confirming everything would refuse the whole purchase. The screen says which, next to the button: "… this store's order will be refused at confirmation. Confirm all would refuse the whole purchase — open the order to see the reason and resolve it." This also applies to the administrator: the option to confirm anyway sits on each order's page, not on the purchase's.