Confirming a quote is the last step in your sales process. It syncs the quote with your integrated Inventory Management or Accounting System, so you can fulfil the order and send an invoice.
Quote statuses
Each quote status has one of three flags: open, closed-positive, or closed-negative.
Any closed-positive status, not only one named 'Confirmed', moves the quote through the Waiting to be Confirmed status. It then pushes the quote to your integrated Inventory Management (for example, Unleashed) or Accounting System on the next sync or import. This is effectively the same as manual confirmation.
Closed-negative statuses cancel the quote instead.
Use an open positive status to record a positive sales outcome for key performance indicator (KPI) or pipeline reporting without triggering the export to an integration. Only move to a closed-positive status once the customer's order is confirmed.
Confirm a quote
You can confirm a quote from its main Entry page.
⚠️Important: To confirm a quote, the customer needs an assigned Sales Ledger.
In the main Entry page of the quote, use the Quote Status dropdown menu to select Won.
Your quote will then move to 'Waiting to be Confirmed' status. Depending on which Inventory Management or Accounting System you have, the quote will be pushed through to Confirmed Order status when the next import runs.
Check whether a quote is confirmed
You can check whether an order has been confirmed by looking at the Quote Status at the top of the quote. Your Customer Relationship Management (CRM) system records which user performed the confirmation, along with the date and time. This information appears on the quote's status bar as 'Confirmed by [user] on [date].'
If the CRM cannot identify the user, only the date is shown. For confirmations from a website, e-commerce platform, or automation, the confirming user may appear as a system account. Offline or background Enterprise Resource Planning (ERP) integrations may overwrite the confirming user with data from the ERP system.
📌Note: If a confirmed quote is later cancelled, the stored confirmation user and timestamp are cleared from the record.
Change the parent or customer on a quote
Changing the parent on a quote does not automatically update the customer under which the Unleashed order is created. Follow these steps to ensure the confirmed order is associated with the new parent or customer.
Update the Target Sales Ledger field on the quote to reflect the intended customer.
Confirm the quote only after making this change. This ensures that the order in Unleashed is created under the correct customer account.