Managing Existing Quotes and Edits

Table of Contents

Overview
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
Managing Existing Quotes
     Edit Document
     Edit Configuration
         Changing the Billing Model or Template
     View & Download Document
     Approve Quote
     Reject Quote
     Recall Quote
     Void Quote
     View Version History
     Status Change Notifications
     Request Review
     Delete Quote
Example Workflow
Best Practices
Void or Delete: What’s the Right Option?
FAQ

Overview

This article is your complete guide to managing existing quotes in BigTime, from the moment they appear in your Quote List through all possible actions you might take — like editing documents or configurations, approving or rejecting, recalling for adjustments, voiding, or permanently deleting. You’ll also see how to convert approved quotes into live projects, track every change through version history, set up notifications for status updates, and follow best practices for deciding when to void vs. delete.

By understanding what’s allowed at each quote status and how permissions control your options, you’ll keep your quotes accurate, compliant, and seamlessly linked to your project delivery process — all with a full audit trail to support your workflow.

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.

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.

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

Managing Existing Quotes

Once a quote is created, you manage it depending on its current status and your user permissions.

General Rules

• Draft quotes can be fully edited, including quote configuration and document content.
• Approved quotes are locked for editing, but Admins can use the Recall option to return them to an editable state.
• Document edits (e.g., changing text, descriptions, and formatting) are possible even after generation, but they do not affect the underlying quote setup, such as tasks, pricing, or billing model.

Edit Document

Use this to update the quote’s wording, formatting, or layout - without changing the pricing or setup.

This option opens the quote’s generated document (SOW) in editing mode. It’s useful for adjusting text, descriptions, terms, or styling before sending it to the client.

To edit the quote document:

1. Go to the Quote List (Sales → Quotes).
2. Locate your quote and click the three-dot Actions menu.
3. Choose Edit Document.

Inside the editor, you can:

• Change the document’s text (headings, descriptions, terms)
• Correct typos or update formatting
• Add legal copy or client-specific language

You’ll see a warning before editing:

“Any changes made in this document will not sync back to the quote data. This may lead to inconsistencies in calculations or project setup.”

Who can edit:

• Users with Quotes Admin or Quotes Manager permissions
• Approved quotes may have limited edit access (e.g., for legal copy), depending on your role

Edit Configuration

Use this option to change the quote’s structure, billing model, or pricing setup.

You can update the configuration of a quote if it’s in Draft, Internal Review, or Rejected status. This opens the quote setup wizard, where you can adjust project details like tasks, billing model, or selected rate card.

To edit a quote’s configuration:

1. Go to the Quote List (Sales → Quotes).
2. Find the quote you want to update.
3. Click the three-dot Actions menu next to the quote.
4. Select Edit Configuration.

This will launch the original setup flow used when creating the quote:

• Choose or update the client and contact
• Change the billing method (Hourly, Fixed Price, or Item-Based Billing)
• Add or remove services/tasks
• Apply a different rate card
• Adjust hours, fees, and task structure

Changing the Billing Model or Template

When you change the billing model or quote template, BigTime will show a warning message letting you know that your existing configuration will be reset.

Example warning for changing the billing model:

Example warning for changing the template:

This is to ensure your quote follows the new structure without carrying over conflicting data. Always review before confirming.

View & Download Document

Use this to preview or export the quote as a PDF.

You can open the read-only version or download it directly when you want to view or save a copy of the quote without making changes.

To view or download the quote:

1. Go to the Quote List.
2. Find the quote and click the three-dot Actions menu.
3. Select View & Download Document – it opens a read-only preview and you can save it as a PDF to your desktop

This is especially helpful when:

• Sharing the quote with the client
• Saving a copy for internal records
• Reviewing formatting and layout before approval

Approve Quote

Use this option to approve a quote once it’s been reviewed and is ready to proceed.

Approving a quote locks it from further edits (unless recalled by an Admin) and updates its status to Approved Internally or Approved by Customer, depending on your firm’s configuration.

To approve a quote:

• Go to the Quote List (Sales Tab → Quote List).
• Find the quote you want to approve.
• Click the three-dot Actions menu next to the quote.
• Select Approve.

A modal will appear where you can:

• Confirm your name as the approver.
• Enter any notes related to the approval.

Click Approve. The quote’s status will change, and an entry will be recorded in the Version History.

Reject Quote

Use this option if a quote needs to be declined, whether due to pricing changes, client decisions, or internal considerations.

Rejecting a quote updates its status to Rejected and adds a note explaining why. This history is stored in the Version History for future reference.

To reject a quote:

• Go to the Quote List (Sales → Quotes).
• Find the quote you want to reject.
• Click the three-dot Actions menu next to the quote.
• Select Reject.

In the rejection modal:

• Enter a rejection note (required).
  Confirm your name as the person rejecting.

Click Confirm. The quote will move to the Rejected state.

Recall Quote

Use this option when you need to make changes to a quote that has already been approved.

Sometimes, even after a quote is approved, last-minute edits are needed — maybe due to client feedback or internal changes. In such cases, admins can recall the quote and move it back to Draft or Internal Review so it becomes editable again.

Who can recall a quote?

Only users with Admin permissions can recall approved quotes.

What happens when a quote is recalled?

• The quote’s status changes to Draft or Under Review
• You can edit the configuration, pricing, and tasks again
• A note must be added explaining why the quote was recalled
• All actions are tracked in the Version History

To recall a quote:

1. Go to the Quote List (Sales → Quotes).
2. Find the Approved quote you want to change.
3. Click the three-dot Actions menu next to the quote.
4. Select Recall.
5. In the pop-up modal:
   • Enter a short explanation (e.g., “Client requested updated pricing”)
   • Click Confirm

The quote is now editable again, and you can make the necessary updates.

Void Quote

Use this when a quote is no longer needed — for example, if the client declined or the opportunity was lost.

BigTime does not support permanent deletion of quotes (to preserve the audit trail), but you can void a quote. This changes its status to Voided and prevents any further action.

What does "Void" do?

• The quote becomes read-only — you can still view and download it, but not edit
• It’s removed from the active pipeline
• The status is clearly marked as Voided.
• This helps preserve your records for future reference or auditing

To void a quote:

1. Go to the Quote List.
2. Find the quote you want to void
3. Open the Actions menu (three dots).
4. Click Void.
5. Confirm your decision in the modal.

Once voided, no further edits or approvals can be made.

View Version History

Use this option to see a complete audit trail of the quote, including when it was created, modified, approved, rejected, or recalled.

This is helpful for compliance, troubleshooting, and understanding the lifecycle of a quote.

To view a quote’s history:

• Go to the Quote List (Sales → Quotes).
• Locate the quote you want to audit.
• Click the three-dot Actions menu next to the quote.
• Select Version History.

A modal will open showing all actions taken on the quote, with timestamps and user names.

Status Change Notifications

Use this option to notify selected team members when a quote’s status changes (for example, when it is approved or rejected).

To add recipients for status change notifications:

• Open the quote (via the Quote List).
• Click on the Notification Modal (available in the Actions menu or quote detail view).
• Add the users or email addresses you want to notify.

Each time the quote status changes, these users will receive an email notification with the details.

Request Review

Use this to notify someone by email that a quote is ready for review.

This option allows you to share the quote with internal stakeholders for review and approval. You can enter one or more email addresses, and the system will notify the listed recipients.

When this option is available:

You can request a review when it is in Approved Internally status.
This indicates that the quote has been reviewed internally but not finalized or shared with the client.

To request review:

1. In the Quote List, locate a quote with the Approved Internally status.
2. Open the Actions menu (three dots).
3. Click Send to Customer Review.
4. In the modal:
   • Enter an email address in the Add Email field.
   • Click Add to Reviewers.
   • Repeat for any additional reviewers.
5. Click Save to send the notification.

You can remove email addresses from the list before sending by clicking the red trash icon next to the address.

Delete Quote

Use this to permanently remove a quote from the list if it's no longer needed.

This action allows you to delete a quote from your workspace. Deleted quotes cannot be recovered, so only perform this step if you're sure the quote is no longer required — for example, if it was created by mistake or is completely obsolete.

What happens when you click "Delete Quote"?

You'll see a confirmation modal asking if you're sure you want to delete the quote. This is a permanent action — once deleted, the quote will be removed from your Quote List and cannot be restored.

How to delete a quote?

1. Go to the Quote List.
2. Find the quote you'd like to delete (make sure it’s in an eligible status).
3. Click the Actions menu (three dots on the right).
4. Select Delete Quote.
5. In the confirmation window:
   • Review the warning message.
   • Click Delete to confirm.

Example Workflow

1. Configure Clients and Contacts with the Client List view. Learn more:...
2. Navigate to Sales > Quote List.
3. Click Create Quote.
4. Fill out Client Details and Project Name.
5. Choose a Billing Model.
6. Configure the quote using a template and adjust the rate card if needed.
7. Edit the quote (optional) and Generate the PDF.
8. Approve or Reject the quote.

Create a Project directly from an approved quote.

Best Practices

• Always verify client and contact information before generating a quote.
• Use templates to speed up setup and ensure standardization.
• Approve or reject quotes promptly to maintain a clean workflow.
• Track all changes and approvals through the Version History.
• Admins should regularly review permissions to maintain quote security.

Void or Delete: What’s the Right Option?

When managing quotes you no longer need, you have two options: Void or Delete. While they may seem similar, they serve different purposes.

Void a quote when:

• You want to retain a record of the quote for reference or an audit trail.
• The quote went through the review process, but the client decided not to proceed.
• You might want to view or report on it later, even though it’s no longer active.

Result: The quote stays in the system with a Voided status. You can still view and download it, but you are not allowed to take further action.

Delete a quote when:

• The quote was created by mistake.
• It’s a draft or test quote that will never be used.
• You’re cleaning up unused or irrelevant quotes from the system.

Result: The quote is permanently removed from the Quote List. This action cannot be undone.

FAQ

Q: Can I create a quote for a new client from the quote builder?
A: No, new clients and contacts must be added to the Client List before generating a quote.

Q: What’s the difference between Fixed Fee and Time & Materials?
A: Fixed Fee charges a flat amount for the entire project, regardless of time. Time & Materials charges are based on hours worked and materials used.

Q: Can I mix templates and manual selections in one quote?
A: No. Once you select a template or choose manual selection, the quote follows that configuration. Switching will reset selections.

Q: How do I add subtasks?
A: Use the + Subtask button under each task group. You can enter role, hours, and billing details directly.

Q: Who gets notified when a quote is approved or rejected?
A: Notifications go to those added in the "Status Change Notifications" list for the quote.

Q: Can I edit a quote after it has been approved?
A: Only Admins can edit approved quotes, and only certain fields can be modified.

Q: Where can I see why a quote was rejected?
A: Rejection notes and all status changes are available in the Version History tab.