# How to prepare a quote that does not get lost | Corex360 > A quote takes more than a price: scope, validity, approval, and revisions belong on one record. That way the quote holds from question to contract. Source: https://www.corex360.com/en/blog/how-to-prepare-a-quote Last updated: 2026-09-29 --- ![Hands placing a blank sheet on a leather folder on a marble desk, beside a fountain pen and fabric and wood samples] Quotes # How to prepare a quote: a quote flow that does not get lost A quote is the written answer to a customer's price question, setting out scope, price and how long it is valid. The right contents, with approval and revisions kept on one record, stop a sent quote from going missing. [Request a demo](https://www.corex360.com/en/contact?konu=teklif#form) [Corex360](https://www.corex360.com/en) [Blog](https://www.corex360.com/en/blog) How to prepare a quote: a quote flow that does not get lost Contents - 01 What should a quote contain? - 02 Why do quotes get lost? - 03 Where should a quote start? - 04 How are approvals and revisions handled? - 05 What happens after the quote is sent? - 06 In the private sector, how do you set a quote's validity period, and how do you write it? - 07 A template, or a new quote every time? - 08 How is a quote prepared and approved in Corex360? Ş **[Şevket Erer](https://www.corex360.com/en/blog#blog-hakkinda)** Co-founder, AI Specialist · Corex360 23 September 2026 Updated 25 September 2026 7 min read [In the glossary: Quote validity period](https://www.corex360.com/en/glossary#teklif-gecerlilik-suresi) [Modules](https://www.corex360.com/en/modules) [Solutions](https://www.corex360.com/en/solutions) A quote is prepared on the record opened from the customer's question, by writing down the scope, price, validity date, and payment and delivery terms, and it is sent after approval where needed. The quote itself is a written sales document that answers the customer's question and waits for the other side's approval; a well-prepared quote lets the customer make a clear decision, while a scattered one gets lost inside the team. ** 01. ## What should a quote contain? ** Short answer A quote should contain the customer and contact person, the scope, the price, a validity date, payment and delivery terms, and revision details. Example scenario: Picture a workshop in Izmir that makes furniture for hotel projects. A hotel asks for a price on lobby armchairs. If the quote is just a price line, the hotel comes back the next day to ask about the fabric, the delivery date, and whether installation is included. Every round trip pushes the decision back. - The customer company and the name of the person who will read the quote. - Scope: product or service, quantity, what is included and what is not. - Price and tax treatment. - The date until which the quote is valid. - Payment and delivery terms. - Revision details: what this version changed. If one of these is missing, the quote stops being an answer and becomes the start of a new question. A quote with no validity date can turn into an argument months later with a customer who wants to order at the old price. A quote with no named contact passes from hand to hand inside the company and reaches the decision-maker late. The wording of a quote does as much work as these fields. If the hotel asked for 'comfortable, stain-resistant armchairs for the lobby', the quote should not show just a product code; it should first repeat the customer's words, then give the technical equivalent. Phrases like 'approximately' and 'if deemed suitable' breed revisions. Stating plainly what is not included also keeps installation or delivery from becoming an argument later. ** 02. ## Why do quotes get lost? ** Short answer A quote gets lost because the place it is prepared and the customer's record are kept apart. The classic flow goes like this: the salesperson opens the previous quote in Word, renames it and saves it as a new file, converts it to PDF, and emails it. When a revision comes in, the same loop starts again. After a while the desktop fills up with files named 'final', 'final-new', and 'really-final'. None of these files knows anything about the customer's record. When the customer calls, the salesperson searches their email for the version they sent. If the salesperson is on leave, nobody on the team can find the quote. The quote is not truly lost; it just cannot be found, and the result is the same. The loss does not stop at the file. The quote email goes to the customer but stays in the salesperson's sent folder. The customer replies to the salesperson's personal address, and when the salesperson leaves and that address is closed, the reply disappears with it. ** 03. ## Where should a quote start? ** Short answer A quote should start from the customer's question, that is, from the opportunity, so who asked and what they asked for carry into the quote on their own. When a price question comes in, the record is opened first: which customer, which person, which product, needed by when. If the quote is prepared on top of that record, nothing gets typed twice. Revisions build up under the same record, and nobody copies an old file and renames it. In Corex360 a conversation becomes an opportunity and the quote sits in the Quotes tab of the customer card. The Quotes tab on the customer card does the same job without a separate [quote preparation software](https://www.corex360.com/en/solutions/quote-tracking-software). Starting from the opportunity has another benefit. At month end, which price questions became quotes and which were left unanswered show up on the same list. Where the sales team is struggling can be read from that list. ** 04. ## How are approvals and revisions handled? ** Short answer If approval is needed, the request reaches the manager through the record; revisions sit under the same quote in date order. In many teams the authority to give a discount sits with the manager, not the salesperson. If approval is given verbally in the corridor, a fortnight later nobody remembers which discount was given and why. If the approval sits on the record, both the owner of the decision and the reason are clear. In Corex360 the quote sits in the Quotes tab of the customer card. [X AI](https://www.corex360.com/en/x-ai) stops and asks on money decisions such as price and discount; it does not send a quote on its own. Keeping a trail of revisions is valuable in its own right. When the customer says in a later round 'installation was included in the first quote', the salesperson should be able to open the earlier version and check. The old version is not deleted; it sits under the new one, and the argument is settled by the record, not by memory. ** 05. ## What happens after the quote is sent? ** Short answer A sent quote is not finished work; it stays on the follow-up list until a reply comes or the quote is closed. Sending the quote and waiting is the most common mistake. The customer gets absorbed in other work, the decision-maker changes, the email ends up in a folder. The date of the next step should be written down at the moment of sending. In Corex360, X AI reminds you of a quote with no reply, and any message to the customer goes out with your approval; you can see how that rule is written on the [leave the process to the assistant](https://www.corex360.com/en/solutions/hand-it-to-the-assistant) page. The quote file is kept in the card's Drive tab. Months later, when the customer asks 'what did you quote us', the answer is in a single tab. The quote and the contract also sit on the same customer card. That way what sales promised and what the contract says are read from the same record. ** 06. ## In the private sector, how do you set a quote's validity period, and how do you write it? ** Short answer In the private sector the party making the quote sets its validity period; it is chosen by how stable the conditions behind the price are and how long the customer takes to decide, and it is written on the quote as a clear end date. In public tenders the validity period is set in the tender documents; a sales quote between two companies has no such ready-made pattern. Turkey's Code of Obligations (Law No. 6098) treats a quote as an 'offer' and ties how binding it is to whether a period is stated. Whoever sets a period for acceptance is bound by the offer until that period ends (art. 3). Without a stated period, the rule depends on whether the other side is present: an offer made between parties who are present, face to face or through direct communication such as the phone, stops binding if it is not accepted straight away (art. 4); an offer made while the other side is not present, for example by email, binds until a reply sent in good time could be expected to arrive (art. 5). This is a summary of the articles. The 'could be expected' in that last rule is open to interpretation; writing a validity date removes the guesswork. What is described here is the general frame, not legal advice. The current text of the law is published on Turkey's official legislation portal, Mevzuat Bilgi Sistemi; for your own quote and contract terms, consult your legal adviser. When choosing the period, look at the conditions behind the price: - How often the items behind the price change: raw materials, exchange rates, the supplier's price list. - Whether the quote reserves capacity: if a production slot, an installation crew, or stock is held, the period lasts as long as that reservation can be kept. - How long the customer takes to decide: in corporate purchasing the approval chain is long, and if the period is too short the quote lapses before the decision. - What stays fixed during the period: the whole price, or only scope and quantity; for prices tied to an exchange rate, that split is written separately. Instead of vague phrases like 'valid for a short time' or 'while stocks last', write a clear end date: 'This quote is valid until [date].' If there is an exchange-rate or stock condition, state it on a separate line: 'Prices in foreign currency are converted at the rate on the payment date' or 'Stock availability is confirmed when the order is approved.' The terms should also say what happens to an order that arrives after the period: the quote is either reconfirmed or reissued at the current price. For the Izmir workshop, this means adding a short end date and the line 'fabric price is confirmed when the order is approved' in a period when the supplier's fabric prices change often. The hotel sees the end date from the start, and an order that arrives at the old price after the date is settled by a short confirmation exchange rather than an argument. ** 07. ## A template, or a new quote every time? ** Short answer The fixed parts of a quote should come from a template, and the parts specific to the customer should be written by hand every time. Payment terms, warranty text, company details, and the price list are the same in every quote; typing them each time takes time and invites mistakes. On the other hand, the customer's problem, special request, and project name cannot come from a template. When the customer reads the quote, they should see the answer to their own question. For the Izmir workshop, this means the hotel's lobby dimensions and fabric choice are written into the quote by hand, while the warranty and payment terms come from the template. The hotel recognises its own project as it reads, and the workshop knows it gives the same terms in every quote. A template also needs an owner. When the price list changes or the payment terms are updated, it is clear from the start who fixes the template. A template with no owner goes stale, and salespeople drift back to their own files. You can follow how the template and the personal touch meet on one screen, from the morning price question to the evening summary, on the [a day in the sales team](https://www.corex360.com/en/solutions/sales-teams) page. ** 08. ## How is a quote prepared and approved in Corex360? ** Short answer In Corex360 a quote is built from a template on the opportunity card: products, quantities, price list and terms are chosen, and if approval is needed the request goes to the manager. The quote screen shows the quote number, customer, amount, status, an approval column, the date and the validity date. The amount can be written in a foreign currency, the quote language can be chosen and notes can be added to lines. A revised quote stays on record with the earlier version. X AI never sends a quote on its own; it prepares a draft, and sending needs approval. ## Sources - [Turkish Legislation Information System, Turkish Code of Obligations No. 6098 (Article 3, offer with a time limit)](https://www.mevzuat.gov.tr/mevzuat?MevzuatNo=6098&MevzuatTur=1&MevzuatTertip=5) Last checked 24 September 2026 ## How was this page prepared? - Written by: [Şevket Erer](https://www.corex360.com/en/blog#blog-hakkinda), Co-founder, AI Specialist - Sources: legislation, official body, and vendor information is taken from the primary sources in the Sources list on this page; each source shows the date it was last checked. - Product information: sentences about Corex360 rest on the company's product fact records; unconfirmed features are not written. - Use of AI: the Corex360 team writes the text; AI tools are used for drafting and translation. [Publishing principles](https://www.corex360.com/en/about#yayin-ilkeleri) - Dates: first published 23 September 2026 , last updated 25 September 2026 . [Corrections policy](https://www.corex360.com/en/about#duzeltmeler) ## Frequently asked ** 01 How do you prepare a quote? ** A quote is prepared on the record opened from the customer's question: scope, price, validity date, and payment and delivery terms are written, approval is obtained if needed, and then it is sent to the customer. ** 02 Is a price quote the same as a proforma invoice? ** No. A price quote is a sales document waiting for the customer's approval; a proforma invoice is usually a preliminary invoice issued after agreement, for payment or import procedures. ** 03 What happens to an order that arrives after a quote has expired? ** Under Turkey's Code of Obligations, whoever makes an offer with a stated period is bound until that period ends; if acceptance does not arrive within it, the obligation ends. Tell the customer promptly and in writing whether you accept the order at the old price. The text of the law is on [Mevzuat Bilgi Sistemi](https://www.mevzuat.gov.tr/mevzuat?MevzuatNo=6098&MevzuatTur=1&MevzuatTertip=5); for your own situation, consult your legal adviser. ** 04 Should a quote be sent as a PDF? ** A PDF keeps the layout intact and is easy for the customer to keep. The file can be a PDF or something else; what matters is that the version you sent is stored on the customer's record. ** 05 How should a discount be shown on a quote? ** If the discount appears as a separate line next to the list price, the customer sees what they are gaining. Who approved the discount, and why, should also be kept on the internal record. ** 06 Where does a quote live in Corex360? ** The quote sits in the Quotes tab of the customer card; the related contract is in the Contracts tab of the same card. ✳ **See your quote flow with your own example** A quote is built from a template on the opportunity card, tracked in an approval column, and recorded on the card; let us follow one of your own quotes through that flow. [Request a demo](https://www.corex360.com/en/contact?konu=teklif#form)[WhatsApp](https://wa.me/905321323288)[CRM](https://www.corex360.com/en/modules/crm) Related articles ## Keep reading. [Back to the blog](https://www.corex360.com/en/blog) [Quotes How to choose quote tracking software: the criteria behind the decision Choosing quote tracking software comes down to seeing where quotes get lost after sending. The right option depends on the team, and a demo test shows it. 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