What is Quote Management?
Quote Management in HelloLeads CRM allows you to create, send, and track professional quotes directly from your sales pipeline. Instead of switching between spreadsheets and email, everything you need — from product line items and pricing to discounts, taxes, and approval stages — is built right into your CRM.
Each quote is linked to a specific lead or customer, so your team always has full context on the deal. You can preview the quote as a branded document, download it as a PDF, and share it with the customer via email or WhatsApp — without leaving the platform.
Quotes move through configurable stages (for example, Draft → Sent → Accepted) and the built-in dashboard gives you a clear view of quote performance, values, and team activity at a glance.
Key Features
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Professional Quote Builder
Create detailed quotes with a title, quote number, quote date, currency, and custom line items — all in a clean, easy-to-use form.
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Line Items with Product Catalogue
Add products and services from your price list with auto-filled unit prices, quantities, and per-item totals. Line items are searchable and update totals in real time.
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Flexible Pricing: Discounts, Taxes & Additional Costs
Apply percentage or flat discounts, add single or multiple tax layers (e.g. GST, VAT), and include additional costs such as shipping or handling — all with live calculation.
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Quote Stage Tracking
Move quotes through customisable pipeline stages (e.g. Draft, Sent, Negotiation, Accepted, Rejected). A visual stage timeline shows you exactly where each quote stands.
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Preview with Branded Templates
Preview quotes using professionally designed templates before sending. Choose from multiple template styles to match your brand.
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Download as PDF
Generate a print-ready PDF version of any quote with a single click — ready to attach and send to customers.
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Share via Email or WhatsApp
Share quotes directly with your lead via email or WhatsApp using a unique, secure link — or copy the link to share through any channel.
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Quotes Dashboard
View a real-time dashboard with total quotes, pipeline value, monthly trends, stage-wise breakdown, and top products — giving your team full visibility of quoting activity.
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Reminders
Set follow-up reminders against quotes so nothing slips through the cracks. Your team is automatically prompted to follow up on open quotes.
How to Access Quote Management
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Login: Sign in to your HelloLeads CRM account in the WebApp.
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Navigate: Go to the Quotes section from the main menu > Sales Tools > Quotes.
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View: The Quotes list opens by default, showing all quotes across your organisation. Use the Dashboard tab to see analytics, or the Reminders tab to nudge, remind and improve quote conversion rates
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Alternatively from a Lead: Open any lead's detail page and navigate to the Quotes tab to view or create quotes specifically for that lead.
How to Create a Quote
Creating a quote is quick and straightforward. Follow these steps:
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Click "New Quote"
From the Quotes list, click the + New Quote button at the top right.
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Select a Lead / Customer
Search and select the lead you want to create the quote for. The customer's name, organisation, email, and phone will be pulled in automatically.
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Set the Currency
Choose the currency for this quote (e.g. USD, INR, EUR). The currency you select will apply to all pricing, taxes, and totals on the quote.
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Add a Quote Title
Give your quote a descriptive title so your team and customer can quickly identify it (e.g. "Annual Software Subscription – 2025").
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Save the Quote
Click Create Quote. The quote is saved with an auto-generated quote number, and you are taken to the quote detail page where you can edit it further, preview it, or share it.
What You Can Do on a Quote
Once a quote is created, you can manage every aspect of it from the quote detail page:
- Edit Quote Details: Update the title, currency, assigned sales person, sales manager/executive, or any other field at any time. Changes are saved when you click Update.
- Edit Line Items: Click + Add Item to add products or services. You can search from your product catalogue or type a custom item name. Enter the quantity and unit price — the line total is calculated automatically.
- Apply Discount (optional) : Enter a discount percentage or a fixed amount to reduce the subtotal. The net total is updated live.
- Add Tax (optional) : Apply a tax rate (e.g. 18% GST or 20% VAT). Multiple tax layers can be configured if needed.
- Change Quote Stage: Move the quote to the next stage (e.g. from Draft to Sent, or from Negotiation to Accepted) using the stage selector in the header.
- Preview the Quote: Click Preview to see exactly what the customer will see — a fully formatted, professional document with your company branding.
- Download as PDF: Click Download PDF to generate a print-ready PDF and save it to your device.
- Share with the Customer: Click Share to send the quote via Email or WhatsApp, or copy a unique secure link and send it through any channel. The customer can view the quote without needing to log in.
- Duplicate the Quote: Create a copy of an existing quote (including all line items) as a starting point for a new one.
- Add Internal Notes: Leave notes visible only to your team on the quote for internal communication.
- View Activity Log: See a full history of every change made to the quote — stage changes, line item updates, reassignments, and more.
Quote Stage Timeline
Every quote in HelloLeads moves through a pipeline of stages that you define. A visual stage timeline at the top of each quote detail page shows:
- All pipeline stages in order from left to right.
- Stages the quote has already passed through are highlighted in the stage's colour.
- The current active stage is shown with a filled colour badge and a glow effect.
- Stages not yet reached appear in grey.
- The number of days spent in each stage is shown below each stage pill, so you can immediately see where time is being spent.
You can customise your quote stages from Settings → Quote Stage Settings. Assign colours to each stage to make the pipeline visually distinct.
Filtering and Searching
The Quotes list comes with a powerful filter and search panel so you can zero in on exactly the quotes you need:
- Quote Stage Filter: Filter by one or multiple quote stages simultaneously (e.g. show only Sent and Negotiation quotes).
- Assigned To Filter: Managers and admins can filter by the sales person assigned to the quote.
- Quote Date Range: Filter by when the quote was created (last 10, 30, 60, or 90 days, or a custom date range).
- Expiry Date Range: Filter quotes that are expiring soon (next 7, 14, or 30 days) so you can follow up before they lapse.
- Region / Branch / Division: Use the advanced More Filters option to filter by your organisation's sales territories.
- Search: Quickly search by quote number, lead name, or organisation name.
Benefits
- Faster Quote Turnaround: Create and send a professional quote in minutes directly from your CRM — no need to switch to a separate tool or format documents manually.
- Full Audit Trail: Every change — from line item edits to stage changes and shares — is automatically logged, giving you complete visibility and accountability.
- Better Customer Experience: Share a clean, branded quote document with your customer via email or WhatsApp. They can view it on any device without logging in.
- Pipeline Visibility: The stage-based pipeline and dashboard give managers a clear view of where every deal stands and what the total pipeline value looks like.
- Never Miss a Follow-up: Set reminders on open quotes so your team always knows when to follow up and no opportunity goes cold.
Example Use Case
Scenario: A sales executive closes a deal faster with a professional quote
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Lead expresses interest in a software package
The sales executive opens the lead's profile in HelloLeads and navigates to the Quotes tab.
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Quote created in under two minutes
She clicks + New Quote, adds 3 line items from the product catalogue (Professional Licence × 5, Onboarding × 1, Annual Support × 1), and applies a 10% introductory discount.
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Tax is applied automatically
The organisation's GST rate is already configured in settings, so the tax amount and final total are calculated instantly.
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Quote previewed and sent
She previews the quote using Template 2, confirms it looks correct, and shares it directly via WhatsApp in one click. The lead receives a professional branded quote with a personalised link.
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Stage updated to "Sent"
The quote stage is moved from Draft to Sent. A reminder is set for 3 days later to follow up.
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Lead accepts the quote
The lead calls back the next day and confirms. The executive changes the stage to Accepted. The full timeline — draft, sent, accepted — is visible in the quote log.
Result: A professional quote was created, sent, and confirmed without leaving the CRM. The entire process — from first contact to accepted quote — is documented and auditable.
Frequently Asked Questions
Yes. Go to the Quotes section from the main menu and click + New Quote. You can search for and select any lead in your account directly from the quote creation panel — there is no need to open the lead's profile first.
Yes. You can apply a discount (as a percentage or flat amount) to reduce the subtotal first, and then apply one or more tax layers on top of the discounted net total. The grand total reflects all these adjustments automatically.
Yes. On the quote detail page, you can set an Expiry Date (quote validity). You can also filter the Quotes list by expiry date range to quickly identify quotes that are about to lapse and prioritise follow-up.
The customer is taken to a secure, read-only view of the quote — showing your company branding, all line items, pricing, taxes, and notes. They do not need to log in or have a HelloLeads account. The link is unique to that quote.
Go to the Quotes → Settings → Quote Stages tab. You can add new stages, rename existing ones, assign colours, and set the sort order. Any changes you make are reflected immediately across all quotes in your organisation.
Yes. Go to Quotes → Settings → Quote Template and select from the available professional templates. The selected template is used for all previews, PDF downloads, and shared quote links in your organisation.
Yes. From the Quotes list, use the action menu (⋮) on any quote and select Duplicate. A copy of the quote — including all line items, pricing, and notes — is created with a new auto-generated quote number. You can then edit the copy as needed.
Yes. Each quote is assigned a unique, sequential quote number automatically. You can configure a prefix (e.g. "QT-" or "HL-") and a starting number from Quotes → Settings → Quote Number to match your organisation's format.
Yes. On the quote detail page, you can select a Billing Address and a Shipping Address from the addresses saved on the lead's profile. Both addresses are included on the preview and PDF for a complete, formal quote document.
The Dashboard tab gives you a real-time overview of your quoting activity. It shows the total number of quotes, total pipeline value, quotes created this month, monthly trend charts, a stage-wise breakdown of quote counts, and your top products by quote frequency.