Learn Mokapen

Quotes Guide

The Quotes area is the commercial tool to formalize an offer to the client: a list of items (products, services, or free lines), amounts, VAT, economic conditions, and a document ready for preview, download (PDF/Word), or email send. It connects sales and administration: starting from a deal or from contact/company, you generate a numbered quote (quote code, e.g. 3-2026) traceable in the CRM and, if needed, convert it into an order.

Access it from the Sales → Quotes menu or the Quotes page. Feature available on the Large plan with the Sales app active. Requires tax rates configured in the organization (Settings → Sales → Taxes).

Role in CRM and processes

A quote in Mokapen centralizes:

• Economic offer: lines from the Products / Services catalog or generic items; line discounts, customer discount, manual document discount; net/gross totals.
• Commercial document: layout from template, sender/recipient, economic conditions (free text), signature; PDF or DOCX output.
• Identification: annual progressive quote code (e.g. 3-2026) visible in the header and in PDFs.
• Relationships: link to contact, company, deal; Connections and Sync tabs with ERP/billing (e.g. Fatture in Cloud).

Typical flow: Deal → Quote → send to client → acceptance → Order → external billing.

Use cases

• Consulting: service lines by hour/day, payment terms in the economic conditions block, branded PDF with org template.
• Product resale: catalog items with price and VAT; automatic customer discount if configured on the company.
• Mixed proposal: mix of products + services + percentage discount line (generic item (%)).
• Fiscal integration: sync to Fatture in Cloud to align clients, catalog, and orders toward electronic invoicing.

List page and Kanban

Quotes are managed in Kanban by pipeline stage (Draft, Sent, Accepted, Rejected… — configurable) and in a tabular List. Top bar:

• Pipeline / Status: filter by commercial stage of the quote.
• Filters (Premium): client, amount, dates, owner, labels.
• + Quote: opens the full editor (new quote page).
• Actions: quote archive, trash, export, edit columns (List view).

With multi-select in List: Edit, Clone, Archive, Delete.

Quote panel

Open a quote from Kanban or List: the side panel (column modal) opens with all blocks of the offer. With Premium you can switch to the full page (expand icon) to work on long documents.

Header:

• Quote code (e.g. #3-2026) — click to edit manually if authorized.
• Title — descriptive name (e.g. «Maintenance proposal 2026 — Client X»).
• Archived badge if applicable; trash banner with Restore / Delete permanently.

Document action bar (top right):

• Preview — render of the document as the client will see it.
• Download — menu: PDF or Word (docx); the file uses sender and quote code in the name when present.
• Send email — modal with recipient, subject, body; PDF attachment generated from the current quote.

Icon bar like other entities: Pipeline status, Privacy, Labels, Color, Attachments, Notes, Copy link, Options (Clone, Archive, Delete), + Create and connect.

Quote code

The quote code uniquely identifies the quote in the organization and appears in the header (e.g. #3-2026), in lists, connections, and PDF file names.

Automatic generation: on creation or save, if the code is empty, Mokapen assigns the annual progressive number in NUMBER-YEAR format (e.g. 1-2026, 2-2026…). The counter resets each calendar year and considers only codes in the standard format (custom codes with extra suffixes do not alter numbering).

Manual edit: click the code in the header → editable field → save panel. Useful to align with legacy numbering or external ERP; avoid duplicates in the same org.

Document date: if you set a quote date different from the current year, the system may regenerate the code consistent with that year on save.

Items (quote lines)

The Items block is the economic core of the quote. Each line has quantity, unit price, VAT, discounts, and line total.

Add an item — + Item button:

1. Choose the type: Service (from services catalog), Product (from products catalog), Generic item (free text and price), Generic item (%) (percentage discount or surcharge on the document).
2. For service/product: select entry from catalog — price, VAT, and description are proposed from the linked record (editable on the line).
3. Fill quantity, price, optional line discount; confirm.

Gross/net prices: «Use gross prices» toggle — consistent VAT calculation on each line and document totals.

Manual document discount: additional percentage on the entire quote (beyond customer discount and line discounts).

Customer discount: if the company/contact has a default discount in the directory, it is applied automatically on lines.

Edit or delete lines from the item card; reorder if supported by the layout. Totals updated in real time at the bottom of the block.

Templates and document layout

The appearance of the PDF/Word is defined by the template chosen in the Design block.

• System templates (Standard 1, Standard 2…): default Mokapen layouts with sender/recipient blocks, item table, economic conditions, signature.
• Custom org templates: created in Templates (org menu) — Quote type; appear in the dropdown with custom prefix (c123).
• Org default template: in the template list you can mark a model as default — it is proposed on new quotes.

Each layout defines which blocks to show (table columns, table theme, logo position, signature). Changing template and saving, preview and download use the new design.

Blocks linked to the template in the quote:

• Sender / Recipient — org and client data (linked contact/company; fiscal fields if filled).
• Economic conditions — rich text editor (CKEditor) for payment, offer validity, clauses; inherited from default template if empty on creation.
• Item table — generated from lines in the Items block.

Preview, download, and send

Before sending to the client, always use Preview: Mokapen composes HTML/PDF from template + current form data (including synced CKEditor texts).

Download:

• PDF — printable document; typical file name: Sender - quote code.pdf.
• Word (docx) — for offline revisions or sending via other channels.

Send email: opens modal with recipient (contact/company email), subject and body; attaches generated PDF. Sending goes through the configured email integration (org SMTP/IMAP). After send, tracked in the Updates tab if recorded.

Save the quote before preview/download if you changed items or texts — the document reflects saved state + open form fields.

Sync and billing software

In the Sync tab of the quote panel (and in org Integrations) you manage the link with external ERPs — primarily Fatture in Cloud.

What the integration allows (when active and configured):

• Alignment of companies/clients, products, services between Mokapen and Fatture in Cloud (configurable direction: to FIC, to Mokapen, bidirectional).
• Orders sync with items toward the fiscal flow (quote → order → electronic invoice on FIC side).
• VAT rate mapping, filters on which directories to sync, VAT number deduplication.
• Sync status per record: last successful operation, errors, disconnect.

Configuration: Integrations → Fatture in Cloud — authorize account, choose sync direction, enable entities (companies, products/services, orders), map tax rates. On individual quote/order the Sync tab shows whether the record is aligned or in error.

Mokapen does not replace the fiscal ERP: it centralizes CRM, offer, and data transfer; electronic invoicing remains on the connected software unless a different integration applies.

Related sections (common)

• Connections — deals, orders, tasks, tickets linked to the quote.
• Attachments — specifications, technical specs attached to the record.
• Updates — history of changes, sends, comments.
• Labels — classification and filters.

Create a quote

1. Go to Sales → Quotes → + Quote (or from deal/contact with «Create and connect»).
2. Fill title, client (contact/company), pipeline/initial status, validity dates.
3. Design section: choose template.
4. Add items from catalog or generic.
5. Complete economic conditions and sender/recipient if needed.
6. Save: the quote code is assigned if missing.
7. Preview → Send email or Download PDF to client.

Edit a quote

Single edit (panel)

1. Open the quote panel (click from Kanban or List).
2. Edit inline title, quote code, data fields, item lines, and economic conditions texts (pencil icon where available).
3. Update pipeline status, labels, privacy, and attachments from the action bar.
4. Save: automatic field by field in the side panel; preview and download require save if you changed items, template, or CKEditor texts.

Advance from Kanban

Drag the card between Kanban columns: pipeline status updates automatically. Useful in sales meetings and offer reviews.

Bulk edit (List view, Premium)

1. Switch to List view on the Quotes page.
2. Select quotes with checkboxes.
3. Click Edit in the action bar: owner, status, labels, custom fields allowed in bulk.
4. Confirm to apply to all selected.

Bulk action bar also available: Clone, Archive, Delete.

Delete a quote

Delete quotes created by mistake or duplicate test copies. Prefer Archive if the offer has useful history (sent, accepted, connections with client or deal) and you do not want to lose trace on contact or company.

Single deletion

1. Open panel → Options (three dots) → Delete (red item).
2. Confirm in the modal.

With Advanced Premium the quote goes to trash (Quotes page → Actions → Quote trash). From there you can Restore or Delete permanently. If you open a quote already in trash, a Restore / Delete permanently banner appears.

On the Free plan (without Advanced Premium) deletion is usually permanent immediately after confirmation, without trash — check your organization permissions.

Bulk deletion

1. List view → select → Delete (red button) → confirm.

Archive a quote

Archive hides completed quotes (accepted, rejected, expired, or no longer active) from Kanban and operational views, without deleting them: connections, amounts, and Updates tab remain viewable on contact and company. Useful for a clean pipeline while keeping commercial history.

Archive a single quote

1. Open panel → Options → Archive (Medium plan) → confirm.

Archive multiple quotes / browse archive

• Multiple: List view → select → Archive in the action bar.
• Browse: Quotes → Actions → Quote archive.
• Restore: from archive or Options → Restore on the panel.

Archived quotes do not appear in operational Kanban but remain reachable from archive, connections, and historical reports.

Clone a quote

Duplicate a template offer (same items, attachments, and conditions) for variants, renewals, or new negotiations with the same client.

Single clone

1. Panel → Options → Clone.
2. Modal: select items, attachments, connections, comments to copy.
3. Confirm; update title, dates, and quote code on the new record.

Bulk clone

1. List → select → Clone → options → confirm.

From quote to order

When the client accepts, create a linked order: from won deal, from quote («Create order» action / order preparation from quote) or manually linking the same client and items. The order receives its own order code (see Orders guide). Keep the quote in connections for commercial history.

Views

• Kanban — by pipeline stage; drag-and-drop.
• List — configurable columns, sorting, export, bulk actions.

Quote Settings

From Settings → Sales → Quotes (admin): pipeline and statuses, custom fields, panel layout, list columns, discounts. From org Templates: custom document models. From org Taxes: VAT rates used on items.

Quote Reports

Quote Reports section (Premium): dashboard by status, pipeline, amounts, margins, top quoted items, clients. Respects org permissions — you see only authorized records. For daily operations use Kanban/List; for periodic analysis use reports and export.