---
title: The catalogue and quotes
description: Keep the product and service catalogue, write a quote, get a discount approved, send it, have it signed and follow its versions through to acceptance.
url: "http://illizeo.com/en/centre-aide/crm-catalogue-and-quotes/"
updated: "2026-11-08"
category: CRM
---

# The catalogue and quotes

The CRM lets you price a deal: you keep a catalogue of products and services, write a quote from that catalogue, have it approved when the discount is high, then send it, have it signed and track the answer. This article covers the whole journey, from draft to acceptance. It is intended for sales representatives, their managers and CRM administrators.

## Before you start

- The CRM module must be enabled for your workspace and opened for you (see [Enabling and administering the CRM module](https://illizeo.com/en/centre-aide/crm-enable-and-administer/)).
- Permissions in the role matrix, CRM menu: “Quotes — View” to see quotes, “Quotes — Create” for the **New quote** button, “Quotes — Edit” to write a draft and make a new version, “Quotes — Delete” to delete a draft. Submitting for approval, sending, requesting a signature and marking a quote accepted or declined require “Quotes — Edit” at the **Execute** level; the Sales representative and Sales manager roles have it by default.
- Each permission applies within its scope: **Mine**, **My team** or **All** (see [CRM settings](https://illizeo.com/en/centre-aide/crm-settings/)). A quote outside your scope does not open.
- The catalogue is managed with the “CRM product catalogue — View”, “Create”, “Edit” and “Delete” permissions, reserved by default for the Administrator role. Sales representatives pick from it in their quotes without needing these permissions.
- Numbering, the discount threshold requiring approval, validity, default texts and tax rates are set in **Settings › CRM › Quotes and taxes**.

## The product and service catalogue

Open **Settings › CRM › Catalogue**, or click **Catalogue** at the top of the quotes page. The list shows each item’s code, label, type, unit, prices, tax and state. The **Search an item** field searches by code or label.

1. Click **New item**.
2. Enter the **Code**: letters, digits, full stop, hyphen or underscore, unique in the catalogue.
3. Choose the **Type** (**Product** or **Service**) and the **Unit**: piece, hour, day, month, year, user, flat fee or km.
4. Choose the **Default tax**, or leave **The country’s**.
5. Enter the **Label** in at least one language (French, English, German, Italian) and, if you wish, the **Description (optional)**.
6. Under **Price per currency**, click **Add a price** for each currency you sell the item in.
7. Leave **Active: offered in new quotes** ticked, then click **Save**.

A quote takes the label in its language and the price in its currency; everything stays editable on the quote line. An item already used on a quote cannot be deleted: untick **Active** to stop offering it. Quotes that carry it keep it.

![The product and service catalogue: for each item, its code, label, type, unit, prices in CHF and EUR, tax and state, with the New item button and the search field.](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/crm-catalogue-and-quotes-01.en_.png?resize=800%2C463&quality=80&ssl=1)
The catalogue: code, label, unit, price per currency and tax for each item.

## Finding a quote

Open **CRM › Quotes**. The list shows every quote within your scope: number, account, opportunity, status, date, validity, total excluding tax, total including tax and owner. Search by number or account, and filter by status, by owner (**Me**, **No owner** or a person) or by period with **From** and **To**. Only the current version of each quote is shown; tick **All versions** to see earlier ones too.

A quote goes through the following statuses: **Draft**, **Awaiting approval**, **Sent**, then **Accepted**, **Declined** or **Expired**. A version replaced by the next one is **Superseded**.

![Diagram: a draft whose discount exceeds the threshold goes to approval; a declined discount sends it back to draft; once approved, or with no excess, the quote is sent and becomes Sent. A sent quote becomes Accepted (signed or marked), Declined or Expired; New version makes it Superseded and opens a new draft.](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/crm-catalogue-and-quotes-flux-06.en_.png?resize=800%2C954&quality=80&ssl=1)
From draft to acceptance. With no threshold set, no quote goes through approval; the approver is told by a notification and an email, the owner at each decision, at signature and three days before expiry.

Account and opportunity records also have a **Quotes** tab, filterable by status.

![The quote list: search, filters by status, owner and period, the All versions box, then for each quote its number, account, opportunity, status, date, validity, totals excluding and including tax, and owner.](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/crm-catalogue-and-quotes-02.en_.png?resize=800%2C286&quality=80&ssl=1)
The quote list, filterable by status, owner and period.

## Creating a quote

1. Click **New quote** in **CRM › Quotes**, or in the **Quotes** tab of an account or an opportunity: the account, and the opportunity where relevant, are then already set.
2. From the list, search for the **Account** (at least two characters). An archived account cannot be quoted: reactivate it first.
3. If needed, choose an **Opportunity (optional)** among the account’s open opportunities, and a **Recipient (optional)** among its contacts.
4. Click **Create the draft**. The quote receives its number and opens.

The draft takes the account’s language, currency and billing address, the default validity, and the terms and closing text in the quote language. Without a currency on the account, it takes the CRM’s default currency.

## Writing the draft

At the top of the draft, check the **Recipient**, the **Opportunity**, the **Issuing company** (your company, or one of your sub-companies), the **Language**, the **Currency**, the **Quote date**, the **Valid until** date and the **Billing address**.

1. Click **Add a line**.
2. In the **Item** column, choose a catalogue item: description, unit, price and tax are filled in. Leave **Free line** for a service outside the catalogue, and enter its description and price.
3. Adjust the **Quantity**, the **Unit price**, the line’s **Discount %** and the **Tax** (**No tax** is a valid choice). The line’s **Amount excl. tax** is calculated as you type.
4. To change the order of the lines, drag a line by its handle. With the keyboard: Space to pick it up, up and down arrows to move it, Space to drop it, Escape to cancel.
5. In the totals panel, enter the **Overall discount (%)** if needed. The panel shows the **Subtotal**, the **Overall discount**, the **Total excl. tax**, each tax with its base and the **Total incl. tax**.
6. Fill in the **Terms** and the **Closing text**, then click **Save**.

When the quote is linked to an opportunity, the **The opportunity amount follows the latest quote** box copies the total excluding tax of the current version to the opportunity amount, as long as the opportunity is open.

![A draft quote being edited: number and Draft status, the PDF preview, Save, Send and Delete buttons, recipient, opportunity, issuing company, language, currency, dates, billing address, totals panel and catalogue lines.](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/crm-catalogue-and-quotes-03.en_.png?resize=800%2C549&quality=80&ssl=1)
A draft quote: header, lines and totals.

## Getting a discount approved

If the highest discount on the quote, on a line or overall, exceeds the threshold set in the quote settings, the quote cannot be sent without approval. The draft says so as you type, and the **Send** button gives way to **Submit for approval**.

1. Save your changes, then click **Submit for approval**. The quote becomes **Awaiting approval** and can no longer be changed.
2. The approver receives a notification and an email. They decide in **Workflows**, **Approvals** tab; declining requires a reason. On a quote awaiting approval, the **Decide in Approvals** link takes you there.
3. Once approved, the discount shows **Discount approved** and the quote becomes a draft again, ready to go. If declined, it becomes a draft marked **Discount declined**, with the approver’s reason. You are notified either way.

The circuit used is the “Quote discount above the threshold: validation” workflow, in **Settings › Manage Employees › Workflows**. It is supplied inactive: while it stays so, the line manager of the quote’s owner decides. Changing the lines, the overall discount or the currency of an approved draft cancels the approval.

## Previewing and sending

Click **PDF preview** to see the quote as saved, then **Download** if needed. The preview does not show unsaved changes. The PDF is produced from the template for the quote language, one of the four “Quote — CRM template” templates in **Settings › Documents › Document Templates**, which you can adapt; it carries your company logo.

1. Click **Send**. The quote must have at least one line.
2. Under **How?**, choose **By e-mail from Illizeo, PDF attached**, or **Handed over otherwise (mark as sent)** if you deliver it another way.
3. For an email, leave the **Address** empty to write to the quote’s recipient, or enter another address. Add a **Message (optional)** if you wish.
4. Click **Send** (or **Mark as sent**).

The quote becomes **Sent**: its PDF and issuing company are frozen, and it can no longer be changed. The email goes out in the quote language; its text is customised in **Settings › Manage Illizeo › Email**, CRM category. If the recipient has asked not to receive emails, sending is refused.

![The Send quote window: the choice between By e-mail from Illizeo, PDF attached and Handed over otherwise (mark as sent), the sending address, the optional message and the Cancel and Send buttons.](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/crm-catalogue-and-quotes-04.en_.png?resize=512%2C464&quality=80&ssl=1)
Sending a quote: by email from Illizeo or handed over otherwise.

## Getting it signed, accepted or declined

- **Request signature**: the sent quote goes into the electronic signature module linked to your workspace, to the sending address, otherwise to the recipient’s. One signature is counted against your plan. Once signed, the quote becomes **Accepted** and you are notified; if the signatory refuses, it becomes **Declined**. One request at a time per quote.
- **Accepted**: the client accepted outside electronic signature. The quote can no longer be changed.
- **Declined**: the client turned it down. You can record a **Reason (optional)**, shown on the quote.

When an accepted quote is linked to an opportunity that is still open, a banner offers **Mark the opportunity as won**. Nothing changes on the opportunity without this action (see [Tracking opportunities in the pipeline](https://illizeo.com/en/centre-aide/crm-opportunities-and-pipelines/)).

![An accepted quote, read only: Accepted status, account and linked opportunity, sending date, and the banner offering the Mark the opportunity as won button.](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/crm-catalogue-and-quotes-05.en_.png?resize=800%2C372&quality=80&ssl=1)
An accepted quote: the screen offers to mark the opportunity as won.

## Making a new version

A sent, declined or expired quote is not corrected in place: click **New version**, change it, then click **Save the new version**. The quote keeps its number followed by V2, V3 and so on; the previous version becomes **Superseded** and stays available in the **Versions** panel. **Cancel** drops the changes without creating anything. An accepted quote can have no new version.

## Validity, expiry and deletion

- When a sent quote comes within three days of its **Valid until** date, its owner receives a notification, once. During the night after that date, the quote becomes **Expired**; a new version revives it.
- Only a draft can be deleted (**Delete**). Its number stays reserved: numbering never has gaps. Deleting the draft of a V2 hands back to the previous version, with its earlier status.

## Good to know

- Amounts are rounded to the cent: first each line and its discount, then the overall discount, then one tax per rate, calculated on that rate’s base after spreading the overall discount.
- A quote has at most 200 lines.
- An item with no price in the quote currency arrives without a price: enter it on the line, otherwise saving is refused.
- Each step of a quote (creation, version, approval, sending, signature, acceptance, decline, expiry, deletion) appears in the timeline of the account and of the opportunity.
- CRM notices about quotes: discount to approve (to the approver, notification and email); discount approved or declined, quote signed, quote expiring soon, quote assigned by someone else (to the owner, notification).
- If your workspace submits the sending of quotes for validation, clicking **Send** (or **Mark as sent**) shows “Sent for validation: nothing is written until a person approves it.”, with **View the request**: the quote only becomes **Sent**, and the email only goes out, after the decision.

## FAQ

### The Send button does not appear.

The quote may no longer be a draft, its discount may be awaiting approval, or your role may not have “Quotes — Edit” at the Execute level. If you have just changed the draft, save it first.

### *Similaire*