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Quotation Module User Manual

The Quotation Module allows you to create professional, multi-service estimates and itineraries. It automates calculations for taxes and discounts while generating polished PDF documents for your clients.

1. Introduction

A well-presented quote is the key to winning bookings. TravelStack allows you to build detailed price estimates for both "Leads" (potential inquiries) and "Customers" (existing database), ensuring consistency in your sales process.

2. Key Features

  • Flexible Recipients: Create quotes for temporary Leads or permanent Customers.
  • Multi-Service Line Items: Combine Tours, Hotels, Flights, and Cabs in a single quote.
  • Automated Math: Subtotals, Tax percentages, and Discounts are calculated instantly.
  • PDF Engine: Generate and download professional PDF quotes with your branding.
  • Status Management: Track quotes from Draft and Sent to Won or Lost.

3. How to Use the Quotation Module

3.1 Search & List Quotations

  1. Navigate to the Quotes section.
  2. Search Bar: Find quotes by Quote ID, Customer Name, or Lead Name.
  3. Status Filters: Quickly view quotes that are Pending (Draft/Sent) or completed (Won/Lost).
  4. Date Filtering: View quotes generated within a specific timeframe to track your sales performance.

3.2 View Quote Details

Click the "View" (Eye Icon) on any quotation record. The page shows the full breakdown of the quote: who it’s for, each service item, totals, status, and history. The layout is a main column (left) for recipient and line items, and a side column (right) for status, totals, tasks, and timeline.

Sections on the Quote View Page:

The following sections appear in the order they are described. Conditional blocks (e.g. “Created from Lead”, “Terms & Conditions”) only show when that data exists.

Recipient Information

Shows who the quote is for: Full Name (clickable link to the Lead or Customer profile), Mobile Number, Email Address, Address (full billing address if available), and GST Number (if the recipient has one). This is either taken from the linked Customer/Lead or from the snapshot stored when the quote was created.

Created from Lead / Package

If the quote was created from a lead, a line appears: Created from Lead with a link to that lead’s number. If the quote is linked to a package, a line appears: Package with a link to that package. These help you trace the quote back to the source.

Service Items

Each line item is shown in its own card: Service Item #1, #2, etc., with a badge for the service type (Tour, Package, Hotel, Flight, Cab, Visa). Inside each card you see the service-specific details (e.g. for Tour/Package: Package Name, Travel Date, Destination, Pax; for Flight: Travel/Return dates, Trip Type, Cabin Class, Route, Pax; for Hotel: Check-in/Check-out, City, Pax; for Cab: Travel Date, Category, Cab Type, Route; for Visa: Country, Visa Type). If the item has a Service Description, it appears as free text. At the bottom of each card a small table shows Rate, Discount, Tax (%), and Item Total for that line.

Terms & Conditions

If terms were entered when creating or editing the quote, they appear in a dedicated card. This can include payment terms, cancellation policy, inclusions, or any other conditions specific to this quote.

Quote Status

In the right column. Shows Current Status (e.g. Draft, Sent, Accepted, Rejected, Expired) with a colour-coded badge, Created By (agent name), Quote Date, and Expiry (if set). Use this to see at a glance where the quote stands.

Financial Summary

In the right column. Shows Subtotal (sum of line items before discount/tax), Total Discount, Total Tax / GST, and Grand Total. This matches the totals on the PDF and is the amount the client sees.

Tasks

In the right column. Lists tasks linked to this quote (e.g. follow-up to send PDF, reminder to call). You see up to five open or in-progress tasks with title and due date. Use Create Task to add a task for this quote, or View All Tasks to see the full list filtered by this quote.

Quote History

In the right column. The timeline of the quote: when it was created, status changes (e.g. Draft → Sent → Accepted), quote edits, and notes added. Each entry shows date, time, and the agent who performed the action. Use Add Note to add a remark, or View Full Quote History to see the complete log. This is the same as the “Quotation Timeline” described below.

Action Buttons:

Download PDF

Generates a clean, professional PDF document ready to be shared via Email or WhatsApp.

Convert to Invoice

Once a quote is 'Won', click this to instantly generate a matching invoice and record the sale.

Change Status

Manually update the quote's progress (e.g., mark as Sent, Won, or Lost).

Edit Quote

Modify line items, adjust pricing, or update terms and conditions.

Delete

Removes the quote from your active list. *Note: Deleted quotes cannot be converted to invoices.*

Quotation Timeline:

The timeline tracks the history of the negotiation. It is essential for understanding how a deal progressed:

Audit Trail:
  • Drafting: Records when the quote was first created.
  • Status Updates: Provides timestamps for every status change (e.g., when it was marked as 'Won').
  • Staff Logs: Identifies which agent created or modified the pricing and terms.
  • Internal Notes: Any remarks added during status changes are visible here for context.

3.3 Creating a New Quotation

Click "Add Quotation" (or Create New Quote) to open the create-quote page. The form has a main column (left) for recipient and line items, and a right column for dates and terms. All sections and fields are described below as they appear on the Create Quote page.

Quote Information (Recipient)

This section defines who the quote is for. When creating a new quote (not editing):

  • Select Recipient: Choose Customer or Lead using the toggle. The dropdown below changes accordingly.
  • Customer mode: A searchable dropdown lists existing customers (by company name or phone). Select one to pull their name, mobile, email, company, address, and GST into the quote. Links below: Add New Customer to create a customer first.
  • Lead mode: A searchable dropdown lists leads (by name or phone / lead number). Select one to use their contact and address. Link: Create New Lead to add a lead first.
  • After you select a recipient, a preview panel shows contact info, billing/company, and address. Use the pencil (Edit) button to open the Edit Recipient dialog. Changes in that dialog apply only to this quote and do not update the master Customer or Lead record. In the dialog you can set: Full Name, Company Name, Mobile, Email, Address, City, State, Pincode, Country, and GST Number.

When editing an existing quote, the same recipient block is shown as a read-only card with an Edit option to adjust details for this quote only.

Services & Pricing

  • Add service items: Use the buttons (Tour, Hotel, Flight, Cab, Visa, Package, Other) to add a line. Package opens a package selector; other types open the Add Service Item form.
  • In the Add Service Item form:
    • Service Category / Package: For non-package items, choose the service type (Tour, Hotel, Flight, Cab, Visa, Other). For Package, pick a package from the list.
    • Rate (₹) (required): Unit price. Numbers and decimal only.
    • Tax (%): Tax or GST percentage for this line (default 0). Numbers and decimal only.
    • Discount (₹): Discount amount in rupees for this line. Numbers and decimal only.
    • Dynamic fields: Depending on service type, extra fields appear (e.g. Travel Date, Destination, Pax for Tour/Package; Check-in/Check-out, City, Pax for Hotel; Trip Type, dates, Cabin Class, From/To cities, Pax for Flight; similar for Cab and Visa; free-text Description for Other).
    • Service Description (optional): Free-text remarks for this line; max 500 characters.
  • Each line appears as a card in the list. You can edit or remove items. At the bottom of the card list, Subtotal, Discount (-), Tax / GST, and Grand Total are calculated automatically.

You must add at least one service item. The Grand Total is the amount the client sees and matches the PDF.

Settings (Right Column)

  • Quote Date (required): Date of the quote. Use the date picker (dd-mm-yyyy). Defaults to today when creating.
  • Expiry Date (optional): Validity or expiry date for the quote. Use the date picker. Leave blank if not used.
  • Terms & Conditions (optional): Payment terms, cancellation policy, inclusions, or any other conditions. Large text area; max 500 characters. Your system may pre-fill default terms.

When finished, click Generate Quote to create the quote (or Update Quote when editing). Use Cancel to return to the quotes list without saving.