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

> The statuses of a quote, from Draft to confirmed order, what to do after Dri builds or exports it and how the order reaches the ERP.

Source: https://vendria.com/en/ajuda/o-ciclo-de-vida-de-uma-cotacao

## 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](/en/ajuda/confirmar-o-orcamento).
   - **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](/en/ajuda/enviar-para-conferencia-pela-tela).
4. 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](/en/ajuda/exportar-cotacao-pelo-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](/en/ajuda/enviar-a-proposta-e-registrar-o-aceite).
- **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](/en/ajuda/quando-o-pedido-confirmado-nao-entra-no-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](/en/ajuda/escolher-o-cliente-na-conversa);
- **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](/en/ajuda/quando-o-pedido-confirmado-nao-entra-no-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](/en/ajuda/permissoes-da-equipe-de-representacao).

## 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](/en/ajuda/enviar-para-conferencia-pela-tela).
- **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](/en/ajuda/confirmar-o-orcamento).
- **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](/en/ajuda/retomar-uma-proposta-enviada).
- **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](/en/ajuda/duplicar-e-revisar-uma-cotacao).

## 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](/en/ajuda/duplicar-e-revisar-uma-cotacao).