Learn Mokapen

Quotes Guide

A quote is your written offer to a customer: a proposal with pricing, discounts, VAT, and terms. In Mokapen, a quote is not a Word file you forget in a folder. It is a living document, linked to the contact and company, tracked in the CRM, that you can send by email with an online acceptance link and turn into an order with one click when the customer says yes.

This guide walks you through day-to-day use: preparing a professional offer in minutes, sending it to the customer, getting it accepted without chasing them by phone, and knowing at every moment where each deal stands. You will also find settings to customize pipelines, PDF templates, and automatic behaviors — they are in the final sections, but you do not need to touch anything to get started: the defaults work right away.

The quotes area is in the Sales → Quotes menu. It requires the Large plan with the Sales app active and tax rates configured at the organization level (once, in Settings → Sales → Taxes).

How quotes fit into the rest of your work

Before diving into technical details, it helps to understand where a quote sits in the sales flow — because that is what will make you use Mokapen instead of fighting it.

In the typical path, a customer enters as a contact (perhaps from a website form, a trade show, or a referral). When a concrete sales opportunity emerges — "they want to know the cost of annual maintenance," "they are asking for an installation," "they are evaluating a renewal" — you open an opportunity to track the deal (estimated amount, probability, when you expect to close). If the deal requires a formal proposal with pricing, you prepare the quote: here you list line items, apply discounts, and define the terms. The customer accepts, and the quote becomes an order — the point at which your accountant or ERP can issue an invoice.

You can skip steps: not everyone uses opportunities (a small agency might go straight to a quote after the first contact). What matters is understanding that the quote inherits from and feeds everything else: when you open it from the record of a company already in your directory, recipient data (address, VAT number, dedicated discount) fills in automatically; when the customer accepts, the system can automatically offer to create the linked order without re-entering anything.

The practical advantage is this: when someone on the team opens a customer contact six months later, they see the full commercial history — offers sent, which were accepted and which were not, what discounts were applied, which items were included. No shared Excel file, no "offers 2026" folder to hunt through.

Use cases

• Consulting: service lines billed by hour/day, payment terms in the economic conditions block, branded PDF with your organization's 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).
• Tax integration: sync to Fatture in Cloud to align customers, catalog, and orders toward e-invoicing.

The Quotes page: where you start every day

When you go to Sales → Quotes, you land on the Kanban board: a board divided into columns, where each column is a stage in your sales process (Draft, Sent, In review, Accepted, Rejected, Expired). Each quote is a card in the column for its current stage. At a glance, you can see how many offers are waiting for a response, how many are in negotiation, and how many are closed.

This is the right view for daily work: you open Mokapen in the morning, look at the "Sent" column — those are the pending offers, maybe worth following up on. You look at "In review" — those are the hot deals, the ones the customer is actively working through. The "Accepted" column shows your wins for the period, with the total amount at the top of the column.

At the top you will find two tools you will use often: the pipeline selector (if you have different sales processes — e.g. B2B vs B2C — each has its own pipeline with its own stages) and the Filters button. Filters narrow the view: only quotes for a certain customer, above a certain amount, owned by a certain rep, with a certain tag. If you often apply the same combination (for example: "only mine, above €10,000, from the last 30 days"), save it as a saved filter and recall it with one click every time.

When you need to move a deal to the next stage, you do not have to open the quote: drag the card from the "Sent" column to "In review" and the status updates. It is the fast way to work during sales meetings: the whole pipeline visible, you move things together to reflect what happened during the week.

The + Quote button in the top right opens the editor to create a new offer — see the "Creating a quote" section later on.

Pages and views

The Quotes page offers two ways to view the same data, designed for different moments of work. Filters and the active pipeline stay the same when you switch between them: if in Kanban you are looking at only Acme's quotes, in List you see only those, without reapplying anything.

Kanban view (default)

A board divided into columns, where each column is a pipeline stage (Draft, Sent, In review, Accepted, Rejected, Expired) and each quote is a card in the column for its stage. At a glance you see how many offers are waiting for a response, how many are in negotiation, how many are closed — with the total amount at the top of each column. To advance a deal, drag the card from one column to another: the status updates without opening the quote.

List view

A classic table: one row per quote, configurable columns (code, customer, amount, status, owner, date, tags, and any others you need). Sort by clicking a column header — useful for finding the highest-value quotes or those about to expire — and select multiple rows with checkboxes for bulk actions: change owner on 20 quotes in one go, archive a batch at year-end, export data to CSV for accounting.

Which to use, how and when

Rule of thumb: Kanban to work (advance deals, open, comment, manage the pipeline during sales meetings), List to review and correct (review numbers, sort by amount, bulk edits, export, analysis). Switch between them with the selector in the top right.

The quote record

When you click a card on the Kanban (or a row in the List), the quote opens. If you have a Premium plan, you can switch to the full page with the expand icon at the top — handy when you are working on long offers with many line items or detailed terms text.

At the top you will find the quote code (e.g. #3-2026) and the title. The code is the sequential number that identifies the offer — see the dedicated section to understand how it works. The title is the description you give it, such as "2026 plant maintenance proposal — Acme customer": it helps you recognize it quickly, but it does not appear as such on the PDF.

Below the title is the action bar with the operations you use most often. From there you change the pipeline status (dropdown with all stages), set privacy (who can see it in the organization), add tags to classify it, attach files, and take private notes. There is also the Copy link button to share the quote reference internally, and the Options menu (three dots) with less frequent actions: Clone, Archive, Delete.

The most important button on the bar is + Create and connect: from here you quickly create a linked task ("call customer Friday"), an appointment ("review call"), an order (when the customer accepts), or any other Mokapen entity. The link is established automatically — you find everything together on the quote record and on the customer record.

The rest of the record is organized in blocks that represent the quote itself: recipient, sender, commercial data, line items, totals, document design, economic conditions, connections, and sync with external software. We cover each one in the following sections.

Quote code: automatic numbering (and how to change it)

Every quote has a unique code that serves two purposes: identifying it internally (in the Kanban, lists, connections) and appearing on the PDF you send to the customer as the "offer reference."

Mokapen generates the code automatically when you save a quote that does not have one: it takes the sequential number for the current year and appends the year, in NUMBER-YEAR format. The first quote of 2026 will be 1-2026, the second 2-2026, and so on. Every January 1st the counter resets to 1.

If you change the quote date to the previous year (perhaps you are issuing a backdated quote at the end of December for accounting reasons), the code regenerates to match the date year: quote dated 2025 → code N-2025.

You can also set the code manually: click the code in the header, type what you want, save. Useful in two typical cases: you are importing quotes from a previous system and want to keep the historical numbering; or your accountant or ERP requires numbering with specific prefixes/suffixes (like PREV-2026-005). Mokapen accepts any format, but keep in mind that codes outside the standard (NUMBER-YEAR only) schema are not counted for automatic sequencing — so if you manually enter PREV-2026-005, the next automatically generated quote will not become PREV-2026-006 but will start from the next free number in the automatic sequence.

Watch out for duplicates: Mokapen does not block creating two quotes with the same code if you force it manually. If you work in a team, it is better to leave automatic numbering and intervene only when really needed.

Recipient and sender: who buys and who sells

The quote has two "faces" that appear at the top of the PDF: the sender (you, your organization) and the recipient (the customer).

The sender is pre-filled from your organization settings: name, address, VAT number, email, logo. You do not need to do anything: if you have configured the org data correctly, every quote already has them. You can still modify them on the individual quote if a special case requires it (a branch issuing with different data).

The recipient is what you set, and this is where the magic happens if the customer is already in your directory. By selecting a company from the dropdown, Mokapen automatically loads name, address, VAT number, primary email, and phone into the recipient block. If you then also link a specific contact at the company (the referent, the buyer, the technician), their name and email become the personal reference for the quote — useful for email sending and online acceptance, which will use that exact address.

If the customer does not exist in the directory yet, by typing their name in the company field Mokapen offers to create them on the fly. In that case the record is created with the minimum data you are entering in the quote — you can complete it later from the Directory.

An important commercial detail: if the customer company has a dedicated discount configured in its record (in Directory → Company → Dedicated discount), when you link it to the quote the discount is loaded automatically and applied to all lines. You do not have to remember it every time — if "Customer Beta always gets 15%", Mokapen remembers for you.

Line items: building the commercial offer

Line items are the heart of the quote: the rows that describe to the customer what you are proposing and how much it costs. Each row has a title, quantity, unit price, VAT rate, and total. Everything else — discounts, net/gross calculation, margin, taxes — is calculated in real time as you work.

When you click + Item a modal opens with the first choice to make: what type of row you want to add. There are five options, and the difference between them is not cosmetic — it changes what the row represents in the quote.

The five item types

Each row can be one of these five types, and the choice changes what the row represents in the quote:

• Service — pulls from the Services catalog. Use it when you are proposing something intangible (consulting, a subscription, a day-rate intervention). Select the service from the menu, and price, VAT, code, and description are pre-filled from the catalog. You can still modify them on the row if for this specific customer you apply a different price: the catalog stays unchanged.
• Product — works the same as Service but pulls from the Products catalog: hardware, materials, software licenses, anything tangible or with a SKU.
• Generic item — free row: no catalog link, you write title, price, and quantity by hand. Perfect for occasional items that do not make sense to put in the catalog ("Milan travel", "One-time initial setup", "Logo graphic customization").
• Generic % item — calculated row: enter a percentage (positive or negative) and Mokapen calculates the amount as a percentage of the net of previous rows. The classic use case is order discount ("Loyalty discount −10%" after listing all items) or a surcharge ("Urgent service +15%"). The number recalculates in real time if you add a row above or change a price.
• Text-only % item — like the previous one but without a calculated amount: shows only the label on the document. Use when you want to communicate something to the customer without affecting totals ("Discount already included in prices", "Reduced VAT on some items").

What you write in each row

Regardless of type, each item row has the same fields to fill in (with small differences for % types):

• Title and note — what the customer reads on the PDF. The title is the main line ("Routine server maintenance"), the note is the description below ("Includes two quarterly visits, ticket management, security updates"). If you selected from catalog it is pre-filled; if generic you write it yourself.
• Quantity and unit price — they make the row total. Default quantity is 1, so for a one-shot service you just enter the price. For consumption rows (hours, days, licenses) enter the actual quantity.
• VAT rate — chosen from the menu among those configured in your organization (Settings → Sales → Taxes). If you have not configured rates yet, Mokapen warns you before letting you create items. The system defaults to the catalog product/service rate, or your country's standard rate if generic.
• Line discount — the discount percentage on the single item (0–100%): useful when you give a special price on one item without touching the others. It is different from customer discount and document discount — see below.
• Unit cost — internal field, not visible to the customer: used for margin and markup calculation. If you fill it in, the quote tells you how much you are earning on that row. Not mandatory, but if you work with tight margins or want to understand offer profitability, it is worth entering it at least on main items.

Net or gross prices: what to choose

Above the item list there is a "Use gross prices" toggle. It is not a technical detail: it changes what the number you type in the price field actually means.

• Net prices (default) — you enter the price without VAT. If you write €100 on a row with 22% VAT, the customer sees €100 net + €22 VAT = €122 total. This is standard B2B behavior: your counterpart thinks in net because they deduct VAT.
• Gross prices — you enter the price including VAT. If you write €122 on a row with 22% VAT, Mokapen splits it: €100 net, €22 VAT. This is natural B2C behavior: the private customer wants to know what they pay at checkout, they do not care about the split.

The toggle applies to the entire quote: you cannot have some rows net and others gross. Choose based on the customer: if it is a company, almost always net; if it is an end consumer, almost always gross.

Discounts: how the three levels combine

Mokapen's discount system is powerful but needs to be understood because it works on three overlapping levels applied in cascade (they do not add up). I explain the order with a concrete example.

Imagine preparing a €1,000 net quote (single row) for a customer with a 10% dedicated discount in their record, applying 5% line discount and adding a 3% document discount at the end to close the deal. The calculation proceeds as follows:

1. Start from €1,000.
2. Apply 10% customer discount (from company record) → €900.
3. Apply 5% line discount → €855.
4. Apply 3% manual document discount → €829.35.
5. Calculate VAT on the final amount.

The three discounts do not make 18% total: applied in cascade they give a mathematically different result and different amounts.

In practice you will rarely use all three together. The common pattern is:

• Customer discount — automatic for loyalty, set once on the company record and applied to all its offers.
• Line discount — tactical on single items, when you give a special price on one item without touching the others.
• Manual document discount — the "final lever" to close a negotiated deal at the last round.

The totals block in the quote shows each level separately, so you always know what you applied and why. Manual document discount is enabled from the "Add discount" panel that appears below the items: until you activate it, the quote works only with customer and line discounts.

Reorder, edit, delete rows

Rows can be dragged to reorder: the order you see on screen is the order the customer will see on the PDF. Put main items first, then accessories, then any percentage discounts — so the offer reads well.

To edit a row click the edit icon: the same creation modal reopens. To delete it, the trash icon. Mokapen does not ask for confirmation on row deletion (recreating takes seconds), but if you are working on an important quote it is worth saving periodically.

Totals: what the customer sees and what only you see

The totals block at the bottom of the items tab shows all the quote math. Items visible to the customer on the PDF are:

• Net total — sum of line taxable amounts.
• Discounts applied — one by one if there are different types.
• Taxes — separated by VAT rate.
• Gross total — the final figure the customer sees.

There are then three items you see only internally and that never appear on the PDF. They show only if you filled in unit cost on the rows:

• Margin — difference between net price and total cost.
• Margin % — margin relative to selling price.
• Markup % — margin relative to cost.

These are your internal profitability metrics, useful for deciding whether you can still lower the price to close.

Document design: PDF templates and how to customize them

The PDF the customer receives is not composed by Mokapen from scratch every time: it starts from a template that defines layout, colors, logo position, item table structure, where the signature goes. On the quote record you find the Design block with a dropdown to choose which template to use.

System templates (ready to use)

Mokapen includes four default templates — Standard 1, Standard 2, Standard 3, Standard 4 — with different layouts. They differ in logo placement (top left, centered, right), item table style (with or without alternating rows, with borders or separators only), sender/recipient block layout, signature block position. They are already configured and automatically use your organization data (logo, colors, tax data).

If you are just starting and have no time to customize, try the four standard templates with the same quote (just change the template and click Preview) and pick the one you like best. Many users stay on standard templates for years without issues.

Your organization's custom templates

If you have specific needs — precise brand colors, a layout required by your industry, additional blocks like warranty terms or digital signature — you can create custom templates in the organization's Templates area (side menu). Each template is of a specific type (Quote, Order, Invoice...) and defines the document structure with customizable blocks.

A custom template lets you:

• Define which blocks to show and their position (header, sender, recipient, item table, conditions, signature, legal notes).
• Set colors, fonts, and table style to align with the brand.
• Preload standard text in economic conditions: when you create a new quote with that template, the conditions text fills automatically with the clauses you prepared (validity, payment terms, regulatory references).

In your organization's template list you can mark a template as default: it will be proposed automatically on all new quotes. Useful when the whole sales team must use the same layout without thinking about it.

If you change the template of an existing quote (for example because that customer requires a different layout) and save, preview and download will use the new design — without touching items, prices, or conditions you already wrote.

Economic conditions: the quote's free text

In the Document block you find the economic conditions editor: a rich text area (bold, italic, lists, links, tables) where you write everything around the items and numbers. Payment terms ("30 days from invoice date"), offer validity ("valid until 03/31/2026"), confidentiality clauses, delivery times, warranties, penalties, regulatory references.

If you set a template with preloaded conditions, the editor fills itself on quote creation — you only edit what is needed for the specific case. If the template has no preloaded conditions, you start from blank and write freely.

The conditions text appears on the PDF below the item table, before the signature block. It is not indexed or analyzed by Mokapen: it is pure document content, the formatting you see in the editor is what the customer sees.

Preview, download, and sending to the customer

When the quote is ready — items entered, conditions written, customer linked — it is time to deliver it to the customer. Mokapen gives you three paths, from simplest to most professional.

Preview: check before sending

The Preview button at the top right of the record shows you the PDF exactly as the customer will see it, directly in the browser in A4 format. It does not generate a file to download: it is an on-the-fly rendering of the document with current data and template.

Use it always before sending. It reveals in two seconds things that slip past when looking at the record: an item title cut off because too long, a note wrapping badly, the logo positioned in a way you do not like with this template, a wrong VAT rate on a row. Edit, save, open preview again — iterate until satisfied.

An important detail: preview reflects the saved state of the quote. If you just changed items or conditions and have not saved, preview may not show the latest changes. Save and try again.

Download: PDF or Word

The Download button opens a menu with two options: PDF and Word (docx). PDF is the standard delivery format — not editable by the customer, professional, universal. The file name is automatically composed as SenderName - QuoteCode.pdf (example: "Acme Ltd - 3-2026.pdf"), so when the customer saves it on their computer it is already identified.

Word serves two specific cases: when you need to manually customize the document before sending (add a custom paragraph you do not want in the system), or when the customer asks for an editable format because they integrate it into a larger document. Note: the exported Word is a snapshot of the quote — changes made there do not return to Mokapen.

Email sending: deliver directly from the quote

The Send email button opens a modal that lets you send the quote to the customer without leaving Mokapen, with the PDF attached and optionally the online acceptance link.

The recipient is pre-filled with the email of the linked contact or company. You can add multiple recipients separated by semicolons — useful when the contact wants to copy the purchasing manager or accountant. The From field proposes email addresses you configured as SMTP connections in the organization: if you have none, Mokapen uses its system address (the email still arrives, but from a generic address). To appear professional it is worth connecting at least one company address (info@, sales@, your personal) in the email connections section.

The subject is pre-filled with "Quote {code}" — change it if you prefer something more specific ("Our proposal for 2026 maintenance"). The body is already set with a standard greeting, but you can rewrite it completely: your latest commercial note, a reference to a conversation, next steps.

Below you find two important options:

• Attach PDF document (active by default) — generates the quote PDF and attaches it to the email, so the customer always has a copy, even if they do not click the link.
• Receive BCC copy — sends you a hidden copy of the email to your address, useful for tracking exactly what you sent and when.

After sending, the event is recorded in the quote timeline (date, time, recipients): even if you return to the quote three weeks later, you know exactly when you sent it.

Online acceptance with OTP: getting a yes securely

The classic Achilles heel of quotes is acceptance. The customer writes "ok proceed" and you end up with a generic email in your inbox that has no contractual value, that you might lose, that you are not sure covers all offer items. Then you argue about who said what.

Mokapen solves this with online acceptance via OTP: the customer receives a link, opens the quote on a web page, receives a verification code by email (so we are sure it is them and not someone else), and confirms acceptance with one click. Everything is tracked in the quote: date, time, IP address, which rows they accepted.

How to activate acceptance when sending

In the send email modal, below the PDF and BCC options, you find the "Public link with acceptance" block. If the recipient has a valid email on the quote, the system automatically proposes activating it. You have two toggles:

• Require acceptance — if active, the email the customer receives includes a link to a public quote page where they can click "Accept this offer". If you do not activate it, the link leads only to a view page (the customer sees the offer and downloads the PDF, without an acceptance button).
• Partial acceptance — if active, on the public page the customer sees a checkbox on each item row and can choose to accept only some items. Use it when the offer is modular ("I only want maintenance, not the warranty extension"). If you leave it off, the customer can only accept all or nothing — which is often better because it forces a clear choice and does not make you reformulate the offer for unaccepted items.

What your customer experiences on their side

It helps to know what happens on the customer side, because it is the part of the process you do not see but acceptance rate depends on.

The customer receives your email with the PDF attached and a link. They click the link, and a public web page opens with the quote shown in A4 format, exactly as in the PDF. There is a button to download the PDF (to archive it) and, if you activated acceptance, a prominent "Accept this offer" button.

When the customer clicks "Accept", Mokapen sends them a six-digit code to the same email where they received the link (the email you set as quote recipient). The customer checks their inbox, gets the code, enters it on the page — and at that point the confirmation is verified. The code is valid for one hour, then expires and must be requested again.

If you activated partial acceptance, after code verification the customer sees the item list with a checkbox on each: they choose what to accept and confirm. Percentage rows (automatic discounts/surcharges) are skipped — it would be odd to have them accept one by one.

The big advantage of this flow is that it does not require the customer to register on Mokapen. It is fast, works on smartphone, and OTP verification gives legal weight to acceptance (it is like a light electronic signature).

What happens in Mokapen when the customer accepts

Acceptance is not an event that goes unnoticed: it changes the quote status and records it in a traceable way.

Accepted rows show a green confirmation icon with acceptance date. In the quote timeline an "Accepted by customer" event appears with the customer email that confirmed and the IP address the request came from. If you left the default automation active (pipeline settings), the quote status automatically moves to "Accepted" — the card moves to the final Kanban column.

If you also have the "Create order on close" automation active (default yes), Mokapen offers to immediately generate the linked order with the same items, customer, and amounts. One click, and the quote becomes an order ready for fulfillment or sync with the billing ERP.

Edge cases to know

• Quote without recipient email — online acceptance is not available because Mokapen has nowhere to send the OTP code. The public link still works for view only: useful for sharing the PDF on other channels (WhatsApp, chat, customer portal), but without the formal confirmation flow.
• Expired or lost OTP code — the customer can request a new one from the public page by clicking "Send code" again. Previous codes are automatically revoked.
• Acceptance outside Mokapen — if the customer signed a paper copy or replied by email with clear words, you can manually mark rows as accepted from the item row edit modal, checking "Accepted by customer". Less traceable than the OTP path but covers cases where the customer simply does not want to use the online link.

Creating a quote

There are two ways to start, and the choice changes how much work you need to do.

• Direct method — from the Quotes page click + Quote in the top right and a full-page editor opens. Fine when the customer is not yet linked to an opportunity or directory contact (perhaps it is a request from an occasional contact). You do everything there: create the customer record by typing their name, set items, conditions, save.
• Contextual method (recommended) — open the opportunity, contact, or company record you are working on, and use + Create and connect → Quote. The quote is born already linked to the source record, with recipient, contact, and — if present — dedicated discount filled automatically. Few fields to touch, automatic connection, coherent history on the customer record.

In both ways the operational sequence is the same:

1. Give it a clear title. Whoever opens it two months later must understand what it is about without opening it: "2026 maintenance proposal — Acme Ltd" is better than "Acme quote".
2. Verify recipient and sender.
3. Choose the document template, or leave the organization default.
4. Add items one at a time: main offer lines first, then accessories, then percentage discounts if any.
5. Write the economic conditions, or correct the text preloaded from the template.
6. Set owner, date, and close probability if you have an idea.
7. Save. Mokapen assigns the sequential code if you did not set one, calculates final totals, and the quote is ready to send.

Click Preview for a final check, then Send email or Download PDF depending on how you want to deliver it.

Not all fields need to be perfect on first save: the record updates in real time, you can return anytime to edit items, prices, texts. Only sending is definitive, in the sense that the customer has a version — if you change something after you will need to resend.

Editing a quote

Quote edits are done in three different ways, depending on what you need to change and how many records.

Direct edit on the record

Open the quote record (from Kanban or List) and edit directly where needed: click the title to rename it, the pencil icon next to fields to correct them, add/remove item rows, rewrite conditions. On the side panel fields save automatically one at a time when you leave focus. On the full page you must click Save when you finish the block you were working on.

One note: if you edit items or condition texts, remember to save first before generating preview or sending — otherwise the PDF sent is still the previous version.

Advancing status from Kanban

If the only thing you want to change is the quote stage (because the customer replied, you sent it, you had the review call), do not even open the record: drag the card in the Kanban from one column to another. Status updates instantly. It is the most efficient way to manage the pipeline during sales meetings or in the morning when you review open deals.

A restriction to know: "terminal" statuses — those at 100% (like Accepted) or 0% (Rejected, Expired) — can only be changed to other statuses by users with member role in the organization. It is a protection to prevent external collaborators from "reopening" already closed deals.

Bulk edit from List view

When you need to change something on many quotes at once — reassign all those of a rep who left the company, add a tag to a batch of summer offers, move status on a batch — switch to List view, filter to find the right quotes, select with checkboxes, and click Edit in the action bar that appears at the top.

The bulk edit modal shows only fields that make sense to edit in bulk: owner, status, tags, simple custom fields. You cannot bulk edit items or texts — those are by definition specific to each quote. Confirm, and the edit applies to all selections.

Other bulk actions available in the same bar are Clone, Archive, and Delete — see the dedicated sections.

Cloning a quote

If you have a template offer you reuse often — same item structure with small variations for a different customer — do not recreate it from scratch every time: clone it. The cloned quote keeps all items, conditions, template, and selected attachments; you change the recipient customer and adjust prices if needed.

Single clone

1. Open the record → Options (three dots) → Clone.
2. In the modal choose with checkboxes what to carry into the copy: items (always), and optionally attachments, connections, comments, timeline history. If you work on multiple organizations with the same account, you can clone the quote into another organization.
3. Confirm.

Mokapen creates the new quote with a suffix in the title to distinguish it from the original. It gets a new code (current year sequential) and is not linked to the original customer — you set the right recipient. The original stays unchanged: cloning is a copy, not a move.

Bulk clone

1. List view → select with checkboxes → Clone in the bulk bar → choose options once for all → confirm.

Archiving a quote

A quote is not like a task that gets "completed" and disappears. Even when the deal is over — won, lost, expired — the record remains useful: it is the customer's commercial history, and it is good to find it in their record connections, in year reports, in previous offer analyses. Archive does exactly this: moves the quote out of active views (Kanban and List no longer show it) but keeps it intact. It still appears on the linked customer record and in historical reports, and you can consult it anytime from Quotes → Actions → Quote archive.

Single archive

1. Open the record → Options → Archive.
2. Confirm in the modal.

To reopen it (the customer calls back months later and you want to restart from there): find it in the archive, open the record, Options → Restore, and it returns to the active Kanban in the status it had before archiving.

Bulk archive

1. List view → select → Archive in the bulk bar → confirm.

When to archive and when to delete? Practical rule: archive if the quote really happened (you sent it, there were discussions, it has historical value), delete if it is an error (created by mistake, duplicate, test). Do not archive for "cleanup": Kanban with filters already gives you all the cleanup you need, and old but good quotes are added value on the customer record.

Deleting a quote

Delete quotes created by mistake or test duplicates. Prefer Archive if the offer has useful history (sent, accepted, connections with customer or opportunity) and you do not want to lose trace of it on the contact or company.

Single delete

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

With Advanced Premium the quote goes to the 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 generally permanent right after confirmation, without trash — check your organization permissions.

Bulk delete

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

Turning a quote into an order

The quote is the proposal, the order is the executive confirmation: it represents the customer's commitment to purchase and — downstream — is the point from which invoicing starts. In the Mokapen flow, moving from quote to order is natural and in many cases automatic.

There are three ways to turn a quote into an order, in order of practicality:

• Automation on close (recommended) — if you left the default pipeline automation active ("Create order on close" in Settings → Sales → Quotes), when you move the quote to a 100% status (e.g. Accepted), Mokapen quickly opens a modal proposing to create the linked order with the same items, customer, amounts, and conditions. Confirm and in two seconds you have an order ready with its own sequential code, linked to the source quote.
• Triggered by online acceptance — if the customer accepts via OTP from the public link, the quote automatically moves to Accepted and the same order proposal fires. Zero manual actions on your part, except confirming the modal.
• Manual — from the quote, + Create and connect → Order button. Use it when automation does not fire (e.g. you closed the status before automation was active) or when you want to create a partial order relative to the quote.

In all cases the original quote stays in the system (it is not deleted or moved) and is linked to the order via the Connections tab: from one you see the other. This matters for history — the customer record will show "offer sent in March, accepted in April, order issued in April" without you writing anything by hand. For order management details see the Orders guide.

Pipeline and statuses: modeling your sales process

The pipeline is the path a quote takes from start to finish — the stages (or statuses) it goes through, each with a precise meaning in your sales. Mokapen includes a default one that works for 90% of cases, but if you have particular processes you can customize it or create more than one.

The default pipeline

Out of the box, quotes have a single pipeline with six statuses covering the typical commercial lifecycle:

• Draft (10%) — the quote is being prepared, still internal, not sent to the customer.
• Sent (20%) — you sent it, now you wait.
• In review (60%) — the customer replied, is evaluating, maybe discussing changes.
• Accepted (100%) — the deal is won.
• Rejected (0%) — the deal is lost.
• Expired (0%) — the offer ended without response past validity.

The percentages next to each status — what we call "progress" — are not decorative: they affect the progress bar on Kanban cards and determine which statuses are considered "won" (100%) or "lost/closed" (0%). Mokapen automations hook into these values: when a quote reaches 100%, the order proposal fires.

Customizing statuses

If the standard process does not fit — perhaps you work on public tenders with stages like "Expression of interest → Documentation → Award", or you manage projects with a "Technical approval" stage before commercial acceptance — you can modify statuses in Settings → Sales → Quotes → Pipeline and statuses.

There you add new statuses, rename existing ones, reorder them (order determines Kanban column sequence), and set progress value (0–100%) for each. Practical tip: use progress consistently — 100% only for statuses representing certain victory, 0% only for definitive closure statuses. Intermediate statuses (20%, 50%, 80%) should tell how "close" you are to victory in a believable way — so forecast reports (amount × probability) give realistic numbers.

Multiple pipelines for different processes

If you have different sales channels with different deal logic — long B2B with more stages, fast B2C with few stages, tenders with specific bureaucracy — you can create separate pipelines, each with its own statuses. On the Kanban page the pipeline menu at the top lets you choose which one you are viewing; switch with one click.

To create a new pipeline go to Settings → Sales → Quotes → Pipeline and statuses, or directly from the pipeline menu in Kanban (where you find "New pipeline"). Pipelines can be restricted to specific organization teams: only the "Enterprise" sales team sees the "Large accounts" pipeline, the "SMB" team sees its own. Useful for large organizations with separate departments.

Pipeline automations

In pipeline settings you find two automations worth knowing because they change how quotes behave automatically:

• Create order on close (active by default) — when a quote reaches a 100% status, Mokapen offers to immediately generate the linked order. We covered this in "Turning a quote into an order". If you do not use it (because you manage orders in external ERP), you can disable it.
• Move status after customer acceptance (active by default) — when a customer accepts a quote from the public OTP link, Mokapen automatically moves it to the "won" status you configure. By default it goes to the first 100% status it finds (Accepted), but you can specify a different one, useful if you have an intermediate step like "Accepted pending contract" before the final status.

Sync with billing software

Mokapen is a CRM and commercial offer tool, not billing software: e-invoicing, VAT registers, general ledger are done by your ERP (Fatture in Cloud, your accountant with their software, or a dedicated ERP). So you are not forced to enter data twice, there is a Sync tab on the quote record and in the organization Integrations module.

The most mature integration is with Fatture in Cloud: full details in the dedicated Fatture in Cloud guide. In short, if you connect your FIC account to Mokapen, customer records, catalog products, services, and orders (with their item rows) flow from Mokapen to Fatture in Cloud — where they then become e-invoices. Direction is configurable: you can decide to move data in one direction only, or both.

On the individual quote, the Sync tab shows the record status relative to the integration: whether it is synced, when the last operation succeeded, whether there were errors. If the quote was turned into an order, sync mainly concerns the order — that is when the data matters for the tax cycle.

Customer records are matched between the two systems using VAT number and tax code as anti-duplicate keys, so if you have "Customer Beta" already in Fatture in Cloud and create a quote in Mokapen for the same customer, the system recognizes it is the same record without duplicating the record.

Related sections

The quote does not live in isolation: there are other Mokapen areas around it worth knowing to really use it.

• Connections — link the quote to opportunities, orders, follow-up tasks, support tickets, other related quotes. Each connection is bidirectional (from the quote you see the task, from the task you see the quote). When you open the customer record six months later, you reconstruct at a glance everything that happened.
• Attachments — attach specifications, technical specs, contract drafts, screenshots the customer sent you to the quote. They stay on the quote record and are findable by searching organization files.
• Updates — the timeline (or activity log) is the complete history of everything that happened to the quote: when it was created, who changed what and when, every email sent (with recipients), every customer acceptance (with IP and date). Forensically useful: if there is a discussion about "what we said", the timeline gives the answer with data.
• Tags — free classification to filter and search quickly: "Enterprise", "Renewal", "To relaunch", "Complex", whatever taxonomy makes sense for you. Quotes page filters work very well with tags.

Quote settings

Settings are accessible to organization admins and owners, and live in Settings → Sales → Quotes. There are three main areas:

• Pipeline and statuses — we already covered this: define stages, progress, automations.
• Field configuration — which fields to show on the quote record, in what order, which are required. You can also add custom fields (numbers, text, dates, lists) to capture business-specific information: a "CIG" for public tenders, an "internal project code", an expected installation date. They appear on the record, in List view columns (if you add them), and in filters.
• List column configuration — which information to see in List view and in what order. You can change them on the fly from List view with Actions → Edit columns, without going to settings.

Outside the quotes area but important for making it work well there are two other configurations:

• Tax rates (Settings → Sales → Taxes) — if you have not configured at least one, you cannot create items.
• Document templates (organization Templates menu) — where you customize the PDF templates we covered in "Document design".

Quote reports

Kanban and List are for working on individual quotes; to understand overall performance — how many quotes you made in the quarter, who is the top-performing rep, which products end up in offers most often, what is the quote→order conversion rate — there are dedicated reports, accessible from the Quote Reports page (requires Premium plan).

Available reports cover the most useful analytical views in a sales cycle:

• Distribution by status — how many quotes are in each pipeline stage: essential for spotting bottlenecks.
• Distribution by pipeline — if you use more than one, see how work distributes across channels.
• Performance by owner — number of quotes and economic volume per rep.
• Most quoted items — which products/services end up in offers most often. A goldmine for understanding what the market really asks for.
• Quotes per customer — who you covered and for what value.
• Economic volumes by period — monthly, quarterly, annual trends.
• Margin and markup — offer profitability. Works only if you filled in unit costs on item rows: without costs, the report stays empty.

As with all Mokapen, reports respect organization permissions: each user sees only records they have access to based on their role. A rep does not automatically see colleagues' quotes unless permissions allow — useful for teams with internal competitive dynamics or sensitive data.