Decline, withdraw, duplicate or delete quotes

Not every quote turns into an order. To keep your list accurate, record what became of it. An issued quote always stays on record — you can download its PDF at any time.

Record a no

If the customer declined, click ⋮ → Mark as declined on the quote — or, in the quote’s overview, under Actions. Under Reason (internal), note why — optional, up to 500 characters. Confirm with Mark as declined.

The quote is then listed as Declined. Your customer isn’t told — the mark and the reason are only for you and your team. You see the reason when you hover over the status — or in the quote’s overview, in the Quote details:

Withdraw a quote

If a quote no longer applies — because the price changed or a new quote replaces it — withdraw it:

1. Click ⋮ → Withdraw on the quote — or, in the quote’s overview, under Actions.

2. Note a reason if you like — it stays internal too.

3. If you’ve already emailed the quote, you can tick Email the customer a withdrawal notice.

   

4. Click Withdraw quote.

The quote is then listed as Withdrawn. With the notice, your customer gets an email saying the quote no longer applies — with the quote attached as a PDF, marked as withdrawn. You set this email’s text under Settings → Texts & Emails.

Forgot the notice? Open the withdrawn quote, click Send withdrawal notice under Actions and confirm with Send notice.

Duplicate a quote

⋮ → Duplicate creates a new draft with the same customer, lines and texts and opens it. It works for every quote, whatever its status — handy for a revised quote or a similar job.

Valid until starts afresh: today plus your Quote validity. The original quote stays as it is.

Delete a quote

A quote can only be deleted while it hasn’t left any traces:

Quote	Delete?
Draft	Yes — it’s removed for good.
Issued, not sent yet, and the most recently issued one	Yes — its number is released and the next quote gets it. That keeps your numbering gap-free.
Sent, or an earlier quote	No — withdraw it instead.

Click ⋮ → Delete and confirm with Delete. This can’t be undone.

Good to know

• Declining and withdrawing is allowed by the role under Quotes → Update, duplicating under Create and deleting under Delete.
• The PDF of a declined or withdrawn quote downloads with the stamp DECLINED or WITHDRAWN — so it isn’t mistaken for a valid offer.
• Declined and withdrawn are final. Such a quote can no longer be converted — duplicate it if the customer changes their mind.
• Each of these steps appears in your workspace’s activity log.