Table of Contents
Overview
Quote Statuses
Types of Actions in the Quote List
Available Actions by Quote Status
Overview Table: What’s Allowed at Each Stage
Visual Guide: Action Menus by Status
What You Can Do in Each Status: Action-by-Status Breakdown
Overview
This article explains how quote statuses work in BigTime, what each status means, and how they impact the actions you can take. You’ll learn to quickly identify a quote’s stage using color-coded labels, understand which edits or approvals are possible at each point, and see precisely how the Actions menu changes as a quote progresses from Draft to Approved or Voided.
With detailed tables and visual examples, this guide helps you confidently navigate the quote lifecycle — from initial drafting and internal reviews, approvals, and project creation to managing rejections or voiding. It also highlights how your role and permissions determine what you can do at each step.
Whether you need to edit billing configurations, approve a finalized quote, or simply view a quote’s history, this guide provides a clear reference to keep your sales and delivery process on track.
Quote Statuses
Each quote displays a color-coded status label to identify its stage quickly:
| Status | Color | What It Means |
| Draft | Blue | The quote is still being worked on and hasn’t been reviewed yet. |
| Internal Review | Orange | The quote is under internal or client review. Edits may still be made. |
| Customer Review | Orange | The quote has been shared with the client and is awaiting feedback. |
| Approved Internally | Green | Approved by your internal team, but final client sign-off is still pending. |
| Accepted | Green | Fully approved. No further edits are allowed unless recalled. |
| Rejected | Red | The quote was declined. You can reopen or edit if needed. |
| Archived | Gray | The quote is no longer active and can’t be edited or approved. |
What you can do with a quote depends on its status. Learn more in Understanding Quote Statuses and Actions
Types of Actions in the Quote List
Here’s a quick overview of all possible actions you can take on a quote and what each one does.
| Action | Description |
| Edit Configuration | Opens the quote setup wizard for editing project structure and billing details |
| Edit Document | Opens the document (SOW) editor where text and values can be modified |
| View Document | Opens a read-only preview of the quote document |
| Download Document | Downloads the quote as a PDF |
| Version History | Displays the full audit trail of quote creation, edits, approvals, and rejections |
| Approve | Opens a modal to confirm approval and add notes |
| Reject | Opens a modal to record rejection notes and change status |
| Recall | Returns an approved quote to a draft/review state for last-minute edits. It’s particularly useful if you’ve already approved a quote but need to revise it due to client or internal feedback. |
| Create New Project | Converts the quote into a live project in BigTime |
| Archive | Marks the quote as voided; no further action is allowed |
Once a quote is approved, the available actions that are displayed in the list view dynamically based on their status.
Available Actions by Quote Status
This section helps you quickly understand what actions you can take depending on a quote’s current status. Whether the quote is in Draft, Approved, or Voided. This guide shows what’s editable and what’s locked.
Overview Table: What’s Allowed at Each Stage
Use the table below as a quick reference to see which actions are available for each quote status.
| Status | Edit Configuration | Edit Document | View & Download | Version History | Create New Project | Approve | Reject | Recall | Archived | Mark as Sent |
| Draft | ✅ | ✅ | ✅ | ✅ | ❌ | ❌ | ❌ | ❌ | ✅ | ❌ |
| Internal Review | ✅ | ✅ | ✅ | ✅ | ✅ | ✅ | ✅ | ❌ | ✅ | ❌ |
| Approved Internally | ❌ | ❌ | ✅ | ✅ | ✅ | ❌ | ❌ | ✅ | ✅ | ✅ |
| Customer Review | ❌ | ❌ | ✅ | ✅ | ✅ | Approve by Customer | ✅ | ✅ | ✅ | ❌ |
| Approved by Customer | ❌ | ❌ | ✅ | ✅ | ✅ | ❌ | ❌ | ❌ | ✅ | ❌ |
| Archived | ❌ | ❌ | ✅ | ✅ | ❌ | ❌ | ❌ | ❌ | ❌ | ❌ |
| Rejected | ✅ | ✅ | ✅ | ✅ | ❌ | ❌ | ❌ | ❌ | ✅ | ❌ |
Tip: Some actions depend not only on the quote status but also on your user role (e.g. Admins can recall approved quotes).
Visual Guide: Action Menus by Status
To make it even clearer, the graphic below shows how the Actions menu changes based on the quote's status. Please note that some options may not be available depending on the current status and your user permissions.
What You Can Do in Each Status: Action-by-Status Breakdown
Each quote status unlocks different options in the Actions menu. Below is a quick breakdown of what you can do in each state.
- Draft
You’re still building the quote — full editing access is available.
✅ Edit Configuration
✅ Edit Document
✅ View & Download Document
✅ Version History
✅ Archive
- Internal Review
The quote is being reviewed internally or by the client. You can still make edits or take next steps.
✅ Edit Configuration
✅ Edit Document
✅ View & Download Document
✅ Version History
✅ Approve
✅ Reject
✅ Convert to Project (Create New Project)
✅ Archive
- Approved Internally
The quote has been internally approved, but not finalized by the client. Some limited options remain.
✅ View & Download Document
✅ Version History
✅ Send
✅ Convert to Project (Create New Project)
✅ Recall (Admins only)
✅ Archive
- Under Customer Review
The quote is with the client and awaiting their response. You can’t edit, but you can track and convert.
✅ View & Download Document
✅ Version History
✅ Convert to Project (Create New Project)
✅ Approve (if customer signs off)
✅ Recall (Admins only)
✅ Reject
✅ Archive
- Accepted
The quote is finalized. No edits can be made, but you can move it into delivery.
✅ View & Download Document
✅ Version History
✅ Convert to Project (Create New Project)
✅ Archive
- Rejected
The quote was declined. You can rework and reuse it if needed.
✅ Edit Configuration
✅ Edit Document
✅ View & Download Document
✅ Version History
✅ Archive
- Archived
The quote is closed and no longer active. It stays in your system for record-keeping.
✅ View & Download Document
✅ Version History