Edit a sent proposal: reopen, revise and resend

Where to find it

In the menu, under Quotes, open the quote that is with the customer. At the top of the page, right below the change strip when there is one, the blue Quote sent strip shows, with the version that was sent. For whoever can edit, it says you can keep editing: the changes are recorded and go into the next version. The X closes the strip until a new version is sent; for whoever can edit, a short line with the same sentence stays in its place.

There is no reopen button at the top of the page: you work directly on what you want to change. Each item's quantity already shows as a field, just type the new number (on an order allocated among branches it stays as text, because it is the sum of the branches). For the rest (a price, a condition), click what you want to change. Next to the black button sits Send estimate, which doesn't touch the quote: it reopens the delivery options for the version the customer already has.

Why the sent quote doesn't change on its own

After Send estimate, what the customer received is kept as a version, so the number doesn't change under them: they may have forwarded that PDF for internal approval. While the proposal is with them, nothing changes without you confirming.

On the first change (a new number in a quantity, or a click on something in the quote), the Go back to editing this quote? warning shows, saying that the version the customer has stops being valid. If the change was a typed quantity, the warning shows which (for example, from 5 to 8). Edit estimate confirms: the quote goes back to your company, the quantity you typed is already saved and you keep editing. Cancel leaves everything as it is, the field goes back to the sent number and the proposal stays with the customer.

Who can go back to editing a proposal that is with the customer

Whoever can edit the quote: its seller, the administrator, the company owner and whoever serves through the rep agency. If the customer asked for a change, you open the quote yourself and change it. For whoever can't edit, the blue strip says to ask someone who can, and the click doesn't open the warning.

What is lost when you go back to editing

Going back to editing has a cost for the customer, and that is why the warning asks first:

• the proposal (version N) they have in hand stops being valid, and their link starts showing "under revision";
• the validity isn't extended: the resend is a new version, with a new 14-day validity.

You lose no prices. When you go back to editing, each line keeps the price that was sent, even if the table changed since the send: a line whose price today is different gets the ✓ Negotiated badge (hovering over it, it says from the sent version), and only changes if you change it. To use today's price on a line, click undo on the badge. The exception is a sent price that breaks the discount limit the store authorizes today: that line stays at today's price, and the message confirming the reopening says which ones they are, for you to decide.

The warning shows only once. After it is confirmed, the quote shows as Under revision · version N (it is your company's turn, and N is the version that will go out on the next send), and the following changes accumulate normally until you send again. The yellow changes strip follows each change right away, while you edit: on the first edit the strip's title is This quote is being changed after it was sent., with the line Editing now: the changes go into the next version when you send.

Go back to editing an expired proposal

When the validity passes without an answer, the quote becomes Expired. You go back to editing the same way: open the quote and click what you want to change. At the top of the expired quote the line "This quote has expired. To revise and resend, click what you want to change." shows. The warning says the validity has passed and that the next send goes out with a new deadline; Edit estimate confirms, and the resend will be the next version, with 14 new days of validity.

The expired quote goes back to Draft, ready to be revised and resent. The other ways out for an expired proposal are rejecting it or duplicating it.

From the keyboard

Without a mouse, use Tab to reach the quote block (it gets an outline) and press Enter or Space: the same warning opens. On the buttons and links inside the quote, Enter does what it always did.

When the customer asks for a change

Through the proposal link, the customer has the Request change button, with a note to say what they want. That request hands the quote back to your company the same way as reopening: their version stops being valid, the quote shows as Under revision and comes back with the prices that were sent. Their note is recorded on the version. On an expired quote the request is recorded, and it goes back to editing when you open it, as above.

When the customer asks outside the system (in the WhatsApp conversation, by email, by phone), nothing changes on its own: the quote stays on the customer's turn until someone in-house opens it, changes what they asked for and confirms the warning. Then it is revise and resend.

The record of changes after sending

Every change made to a quote that already went to the customer is recorded, and, until the quote is confirmed, the page shows an amber strip:

• "This quote was changed after it was sent." (or "… 3 times …"). While the first edit hasn't been sent yet, the title reads is being changed, and the edit in progress doesn't count as one of the times;
• the total before → after, when it changed;
• Last change by <name> on <date>, or, with the edit open, Editing now: the changes go into the next version when you send.;
• See the N changes, which opens what changed: Removed lines, Added, quantity and total of each changed line, distribution among branches and commercial conditions.

The X in the corner closes the strip for good on that quote, in the browser where you clicked. After the quote is confirmed, the strip doesn't show anymore. The file the customer received is still at the Version PDF (vN) link, at the top of the page.

When the document was never sent, but it was the buyer themselves who built it and sent it through the portal, the strip is gray, with the title Change record, and says "The buyer is waiting for an answer to the order they sent."

If someone else changes one of your quotes after the send, you get a notice in the Vendria bell.

Resend: the next version

Revising doesn't notify the customer on its own. For them to have the new proposal, use the Send estimate button again: it generates the next version (v2, v3…), with a new 14-day validity, which replaces the previous one. When the window opens before sending, it warns: "The customer has already received 1 version of this estimate. This send replaces the previous one." Then deliver the new version's PDF. See Send estimate: freeze and deliver the PDF to the customer.

Earlier versions don't disappear: each one is kept, and the Version PDF of any of them can be downloaded again.

Go back to editing or duplicate

• Go back to editing changes the SAME proposal: the conversation goes on, the number is the same, and the customer gets the next version.
• Duplicate creates a new quote and doesn't touch the original. Use it when it is another sale, or when the document was already confirmed, rejected or canceled. See Duplicate and revise a quote.

Common questions

• I'm looking for the "Edit estimate" button and can't find it. It left the top of the page: just click what you want to change. "Edit estimate" is now the button on the warning that shows on that first click.
• I clicked and nothing happened. Only whoever can edit the quote can go back to editing it, and only while there is something to reopen: the proposal with the customer or expired. The page's buttons, tabs and links keep doing what they already did (download the PDF, switch tabs, check in the ERP) and don't open the warning. Dragging to select and copy a code doesn't either: click the item's text.
• I clicked by accident and the warning showed up. Use Cancel: nothing changes, and the proposal stays with the customer.
• The customer confirmed the old version after we went back to editing. The old version stopped being valid: they can no longer confirm through it. Resend the new version and record its acceptance.
• Can I just extend the deadline? No. The validity doesn't stretch; the resend starts 14 new days, counted from it.
• The proposal was already accepted. An accepted proposal doesn't go back to editing: the order is confirmed.