Company quote rules
The rules your company sets for its quotes — required fields, print formats, PDF language, minimum margin, charge defaults, container details and HS codes — and what they mean when you work on a quote.
Administrators set how quotes behave for the whole company. This page lists each rule, where it is set, and what people see when they work on a quote.
Required fields and print formats
Set in Settings → Organization → General, card Quotes, then Save quote rules.
- Required fields — tick the fields every quote must have (for example Customer, Incoterm, Origin, Destination or Valid Until). A quote cannot be created, edited or sent from the screens while one of them is empty; the form lists what is still missing. Quotes drafted by the AI, the customer portal or an import are not held to this rule. Nothing ticked means no extra rule.
- Print formats — choose which quote formats the Forms tab of a quote offers. Keep at least one. Ticking every format also offers formats added later.
PDF language and transit time
A quote PDF prints in your company's default language: Spanish when the company language is Spanish, English otherwise. In the quote's Forms tab you can switch the language for that print.
The PDF shows the transit time and a summary of the containers (for example "1 x 20GP, 2 x 40HC"). Tick Show transit time as approximate ("Approx.") to print it as an estimate.
Minimum margin on send
Set Minimum Margin % in Settings → Money → Accounting. Leave it empty to turn the check off.
When a quote's margin is below the minimum, it cannot be sent and the send checks show Below the minimum margin.
- Owners and administrators can select Continue to send. The email composer then asks for a Reason for sending below the minimum margin (10 to 500 characters), which is recorded in the quote's history.
- Everyone else is blocked: raise the price, or ask an owner or administrator to send it. The message never shows costs to people who are not allowed to see them.
The same check applies when a quote is marked as sent, and to quote PDFs sent by email from the AI inbox.
My quotes and the Closed / Pending cards
- My quotes on the Quotes list shows only the quotes you created. The filter stays on after a reload and in a shared link, and shows as a Created by me chip.
- The summary cards include Closed (Accepted, Rejected, Expired, Converted) and Pending (Draft, Quoted, Sent, and on cargo classification hold). Select a card to filter the list. When you filter by a date range, each card compares with the previous period of the same length.
Charge defaults
In Accounting → Products & Charges, a charge code can carry Charge defaults:
- Default Bill To — who a new quote charge of this code bills. Shipper, Consignee and Carrier bill that party of the quote; when the quote has none, the customer.
- Default vendor — for your company only. Used on quote charges when no vendor is chosen; an inactive vendor is skipped.
Container details
In Settings → Operations → Catalog, Container types lets administrators record tare, payload and inside dimensions. Container rows on a quote then show Tare (kg), Payload (kg) and Inside L × W × H (m). These values are for display only and never change cargo totals.
HS codes on cargo lines
On a quote's cargo line, the HS code field searches the US tariff. Picking a code fills the HS code, and fills the description only when the line has none — text you typed is never overwritten. Quotes do not calculate duties.
Deleting quotes
Accepted and Converted quotes cannot be deleted, and the Delete action is not offered for them. To start over from one, Duplicate it.