The life cycle of a quote: the statuses and what links one to the next

Summary

Every quote is born as a Draft and only becomes an order when someone confirms it on the quote screen: with Confirm estimate, when the customer has already approved, or with Customer confirmed, after sending the proposal with Send estimate. Releasing, closing or finalizing the order means exactly that: confirming. For the seller and the sales rep, tapping Export in the conversation with Dri delivers the file and leaves the quote as a Draft: in the list, the pill starts showing Exported · N days ago, but nothing was confirmed. For the administrator of the company or of the store of that quote, Export already confirms the order, as a rule without saving anything in the ERP. When your store sends orders to the ERP, it is the confirmation on screen that saves the order there.

Where to find it

In the menu, under Quotes. The status of each document appears on the badge of the list card and at the top of the quote page, and the list's Status filter narrows by it.

What it is

The states a sales document goes through, and the paths between them. It is what explains why a document will not let you edit it, why its number changed, and what you can still do with it.

I built the quote on WhatsApp: what now?

The quote Dri builds stays as a Draft until you confirm it on screen; the next step is to open it, check it and choose one of the two ways out:

1. Open the quote: tap the link in the quote message in the conversation, or look for it in Quotes.
2. Check the items, quantities, price and the customer.
3. Choose the way out:

• Confirm estimate, when the customer has already approved (by phone, in the conversation, in person). The order closes right away. See Confirm the estimate: directly or after the customer accepted.
• Send estimate, when the customer will review the proposal first. It freezes and stays with them; when they accept, click Customer confirmed. See Send estimate: freeze and deliver the PDF to the customer.

1. Once confirmed, the document becomes an order and the number changes from COT to ORD.

Tapping Export in the conversation does not skip these steps. If you are a seller or sales rep, Dri delivers the file and replies "📄 I sent the file. The order hasn't been created yet: open the quote in Vendria and confirm it to generate it." Only when the person exporting is an administrator of the company or of that quote's store does Export already confirm the order, and even that confirmation, as a rule, does not save anything in the ERP. See Export the quote as Excel or PDF on WhatsApp.

I sent the quote: what now?

If you sent the proposal with Send estimate, deliver the PDF to the customer and, when they accept, click Customer confirmed; if you exported through Dri, what is left depends on your role. This applies to the seller, the sales rep and the administrator:

• Sent with Send estimate. Sending freezes the proposal, but does not send anything to anyone: deliver the PDF from the screen that opens right after (Download the PDF (vN) or Send to my WhatsApp; when the quote belongs to another seller, also Send to <seller>'s WhatsApp). When the customer accepts, open the quote and click Customer confirmed: with the proposal with the customer, Confirm estimate does not appear, and that is the closing button. If they ask for a change, edit the quote (it goes back to editing after the notice); if they refuse, Other actions → Reject. See Send the proposal to the customer and record the acceptance.
• Exported through Dri, as a seller or sales rep. The quote stays as a Draft. Open it from the message link and, when the customer approves, click Confirm estimate.
• Exported through Dri, as administrator of the company or of that quote's store. Export has already confirmed the order, unless the message says "This order was NOT confirmed" (see the section just below), and as a rule nothing was saved in the ERP. Open the order on screen and check it; when your store sends orders to the ERP, open the Submission status in the ERP strip and, when it says Order not sent to the ERP yet, click Send to ERP. See When the confirmed order doesn't get into the ERP.

When the message says "This order was NOT confirmed"

Open the quote on screen and fix what it points out: the order cannot be built as it is. The message comes as "🚫 This order was NOT confirmed: information the ERP requires to build the order is missing", and what is missing appears on the quote page. The cases:

• the quote's customer, the most common. Choose the customer in the Customer box on the quote page, or tell Dri the customer before tapping Export. See Choose the conversation's customer on WhatsApp;
• the payment method, when the store's ERP requires one and none was chosen;
• a customer with an overdue receivable, when the store blocks that case;
• the store's minimum order: then the message is different, "🚫 This order was NOT confirmed: the total is below this store's minimum order". Add items.

Once what was missing is fixed, confirm on screen with Confirm estimate.

And the ERP: how the order gets into your store's ERP

The order gets into the ERP when it is confirmed on screen, and only in stores that send orders to the ERP. In those stores, confirming on screen saves the order in the ERP, and the Submission status in the ERP strip, on the order page, shows how it stands. In the list, the pill gets the second half ERP, which says on confirm while it is still a quote.

The confirmation that happens through Dri's Export, when the person exporting is an administrator, as a rule does not save anything in the ERP: check the order on screen after exporting and send it from there.

Where order submission is not turned on, confirming does not save anything in the ERP. If the confirmed order does not show up there, see When the confirmed order doesn't get into the ERP.

In Vendria there is no separate release step after confirming: the confirmed order is the released order on this side.

In a rep agency: who confirms

In a rep agency with the ERP submission switch set to Blocked, the agency's Seller builds and saves the quote, and the one who confirms is the Partner or the Administrative. This only applies in stores that save the order in the ERP: there, the Seller sees Confirm estimate disabled, with the explanation that only the Partner or the Administrative confirms. Let one of them know. See Permissions: what the rep agency's team can do.

Quote and order are the SAME document

There are not two records. What changes is the status, and the number changes with it:

• until it is confirmed, the document is a quote and the number comes out as COT-000123;
• once confirmed, it is an order and comes out as ORD-000123.

The base number is the same; only the prefix changes. That is why the same document appears as COT one day and ORD the next, and it is not an error.

Refusing a proposal does no promotion to order: rejected and expired stay COT: they were never a purchase. Cancelled is ORD, because you can only cancel what was confirmed.

The eight statuses, with the name shown on screen

The name in bold is the one on the status badge and in the Status filter of the Quotes list. In parentheses, when it differs, the name Dri uses in the conversation.

• Draft: it was born here. It is the state of every new document, including the one Dri builds and the one you export on WhatsApp.
• Waiting: the conversation is open and your company owes a reply: either the customer sent the order, or the proposal went back to editing. When it went back to editing after going to the customer, the quote's badge says Under revision · version N (N is the version that goes out on the next send; in the list and for the buyer, just Under revision), and the Status filter still calls the state Waiting.
• Awaiting customer approval (Dri says Waiting for the customer): the proposal was frozen and is with the customer. In the list, the badge shortens to Waiting for customer · N days ago. Your company no longer touches it.
• Confirmed: it became a purchase. When the store sends orders to the ERP, it is the confirmation that triggers the submission.
• Exported: a confirmed order that was marked as exported. It is rare: neither the ERP submission nor Dri's Export take the document to this status.
• Rejected: the customer refused, or the quote was archived.
• Cancelled: a confirmed order was cancelled.
• Expired (Dri says Expired): the proposal's validity period passed without a reply.

Dated badges: Exported · N days ago is not a status

Besides the status, the list can show dated badges, and they record a fact; they do not change the document's state:

• Exported · N days ago (or Exported · today): the quote file went out on WhatsApp, through Dri's Export or sent from the screen to your WhatsApp. The badge appears on the pill in place of the status word, but the document stays in the status it was in, almost always Draft (that is how the Status filter finds it), and only becomes an order when someone confirms it. Downloading the file on screen does not add the badge.
• Received from the buyer · N days ago: the buyer built and sent the order through the portal, and is waiting for a reply.

When the document is confirmed, the pill starts saying Confirmed, even if the file went out earlier.

The paths that exist

• Draft → Waiting, Awaiting customer approval, Confirmed, Rejected. Send estimate leaves the draft in a single step: it is the normal case for whoever builds and sends.
• Waiting → Awaiting customer approval, Confirmed, Rejected, Expired.
• Awaiting customer approval → Waiting (the proposal went back to editing), Confirmed, Rejected, Expired.
• Confirmed → Exported, Cancelled.
• Exported → Cancelled.
• Expired → Draft (went back to editing; the resend gets 14 new days) or Rejected.

There is no going from Awaiting customer approval straight back to Draft: there was a proposal, there is a version history, and the conversation stays open: what changed is whose turn it is.

The buttons that make each transition

• Send estimate (button next to Confirm estimate): from Draft or Waiting to Awaiting customer approval. See Send estimate: freeze and deliver the PDF to the customer.
• Confirm estimate: from Draft or Waiting to Confirmed.
• Customer confirmed: from Awaiting customer approval to Confirmed. With the proposal with the customer, it is the button that appears in place of Confirm quote. See Confirm the estimate: directly or after the customer accepted.
• Back to editing (the notice that appears on the first change, confirmed with Edit estimate): from Awaiting customer approval to Waiting or from Expired to Draft, for whoever can edit the quote. See Edit a sent proposal: reopen, revise and resend.
• Reject, under Other actions: before confirmation, from Draft, Waiting, Awaiting customer approval or Expired to Rejected, with the reason.
• Cancel order, under Other actions: only after confirmation, from Confirmed or Exported to Cancelled, with the reason. It appears in place of Reject.

A confirmed order does not go back to being a quote on screen

The screen has no option to reopen a confirmed order, or a rejected quote, as a draft. When the sale needs to be redone, the way is Duplicate: a new quote, without touching the original. See Duplicate and revise a quote.

When the price can still change

Price only changes in Draft and Waiting, the two states in which your company is working on the document. Everything else is a snapshot: a sent proposal does not change under the customer, and a confirmed order is a record.

If some action tries to change the price of a frozen document, it is refused with that reason: it does not save silently.

Confirming is almost never blocked

The confirmation check warns, it does not refuse. In general these do not stop you from confirming: a line with zero quantity, a stock shortage without a decision, a blank payment method that goes with the connection's default, blank payment terms, an allocation with an incomplete destination, an open extraction question. All of these appear as a warning, and you see them all at once, in the review panel, and later in the order's Sending record.

⚠️ The takeaway that matters for you: if you confirm with a stock shortage without deciding, the line goes whole, with the full quantity, into the order and into the customer's file, and into the ERP, when the store sends orders there. The system will not stop you. Deciding first is worth it because the consequence is yours, not because there is a lock.

What still stops confirmation

A much smaller set, and it is about the order not being able to be built or the store not accepting it. In a store that sends orders to the ERP: missing customer, allocation without destinations, order without items, a billing method that neither the quote nor the integration resolves, and a customer with an overdue receivable when the store blocks that case. In any store: an order below the minimum the store declared it does not accept. In some stores the refusal also applies to other ERP checks, such as a CNPJ it does not recognize; in the others, those remain warnings. When something blocks it, the confirm button turns gray and shows View the reason.

A customer the store's ERP refuses blocks confirmation in any store. The ERP only accepts orders from customers registered in it, without duplicates and without a block; when it has already said it refuses the customer, confirming would only produce an order that does not get in there. The reason says what the refusal was and in which ERP. To unblock it, fix the record in the ERP (or ask whoever registers customers) and use Check in ERP on the quote. The refusal is also checked again with the ERP on its own, after about 10 minutes; a customer the ERP accepted is valid for 24 hours without asking again.

The refusal can come from two sources: from the check the quote runs before confirming, or from a real order the ERP has already refused because of the customer. In both cases Vendria keeps the answer, and the next confirmation for that customer in the same ERP is blocked earlier. In a purchase with several orders, Confirm all is turned off when one of the orders is going to be refused, and the screen says which one to open.

The customer's review is stricter than your company's

When the customer confirms on the review screen themselves, the rule is different: there the same issues refuse, and they read "This proposal can't be confirmed yet. Talk to your seller to complete the order."

The difference makes sense: you decide with what you know and take on the consequence; the customer has no way of knowing what is missing or how to fix it.

The history

Every status change is saved, with who made it and when. It is a record that cannot be deleted: it is there to answer "why is this document like this?" after the fact.

Common questions

How do I release the order? By confirming it. Open the quote on screen and click Confirm estimate, or Customer confirmed if the proposal is with the customer. There is no other release step in Vendria. In a rep agency with ERP submission blocked, the one who confirms is the Partner or the Administrative.

How do I finalize or close the estimate? The same way: Confirm estimate on the quote page. The document becomes an order, the number changes from COT to ORD and nothing else changes on it.

What do I do after sending the quote? It depends on what was sent. If you sent the proposal with Send estimate, deliver the PDF to the customer and click Customer confirmed when they accept. If you exported the file through Dri as a seller or sales rep, open the quote from the message link and confirm it; as an administrator, the order already came out confirmed, and what is left is to check it on screen and, in a store that sends orders to the ERP, click Send to ERP. The step by step is in the section I sent the quote: what now?.

I exported and the quote is still a Draft. Did something go wrong? No. For sellers and sales reps, exporting delivers the file and marks the quote with Exported · N days ago, without confirming: it stays a Draft until you confirm on screen.

How does the order get into the ERP? Through the confirmation on screen. Build the quote with Dri or on screen and click Confirm estimate; with order submission to the ERP turned on in your store, the order is saved in the ERP at that moment. Without submission turned on, confirming does not save anything there.

The list shows Exported. Is the order already in the ERP? Not necessarily. The Exported · N days ago badge only says the file went out on WhatsApp. What tells you whether the order is in the ERP is the ERP half of the pill and the Submission status in the ERP strip, on the order page.

I confirmed by mistake. Can I go back to a quote? Not on screen. Cancel the order and, if you need to redo it, use Duplicate. See Duplicate and revise a quote.