Quote Lifecycle
Understanding the complete quote workflow from request to order.
Lifecycle Overview
Draft → Pending → In Review → Approved → Accepted → Ordered
State vs. Status
The lifecycle is usually implemented as a state machine (system-driven). In parallel, you can configure statuses for your business workflow and UI.
See:
Status Stages
1. Draft
Description: Customer is building the quote
| Aspect | Details |
|---|---|
| Created By | Customer from cart or product page |
| Actions Available | Add/remove items, edit quantities, add notes |
| Visible To | Customer only |
| Transitions To | Submit |
2. Submitted
Description: Quote submitted and waiting for admin review (often shown as “pending”)
| Aspect | Details |
|---|---|
| Triggered By | Customer clicks "Submit Quote" |
| Actions Available | Admin can review, price, respond |
| Visible To | Customer and Admin |
| Transitions To | Review, Rejected |
3. Under Review
Description: Admin is evaluating the quote
| Aspect | Details |
|---|---|
| Triggered By | Admin opens quote for review |
| Actions Available | Set prices, add discounts, message customer |
| Visible To | Customer and Admin |
| Transitions To | Approved, Rejected, Needs Info |
4. Approved
Description: Admin has set final pricing
| Aspect | Details |
|---|---|
| Triggered By | Admin approves quote with pricing |
| Actions Available | Customer can accept or counter-offer |
| Visible To | Customer and Admin |
| Transitions To | Accepted, Counter-offer, Expired |
5. Accepted
Description: Customer accepts the quoted prices
| Aspect | Details |
|---|---|
| Triggered By | Customer accepts quote |
| Actions Available | Convert to order |
| Visible To | Customer and Admin |
| Transitions To | Ordered |
6. Ordered
Description: Quote converted to order
| Aspect | Details |
|---|---|
| Triggered By | Customer completes checkout |
| Actions Available | View order, view quote history |
| Visible To | Customer and Admin |
| Transitions To | - (Final state) |
Additional Statuses
Rejected
Quote declined by admin with reason.
Expired
Quote validity period ended without action.
Cancelled
Quote cancelled by customer/admin.
Counter-Offer
Customer proposed different pricing.
Needs Information
Admin requested additional details.
Status Configuration
Admins can customize statuses:
- Go to Sales > B2B Quotes > Quote Statuses
- Add, edit, or disable statuses
- Configure status colors and behaviors
See Status Configuration for details.
Workflow Automation
Automate status transitions with workflow rules:
- Auto-assign to admin on submit
- Auto-approve quotes under threshold
- Auto-expire after validity period
- Send notifications on status change
See Workflow Rules for configuration.