How do quotes and proposals work?
Quotes and proposals makes it structurally impossible for a salesperson to quote from an outdated price: every line reads from the current rate list, a quote’s validity date is tracked automatically, and an accepted quote converts into an invoice in a single step. It is not a blank form — it carries a cost template and a visible profit margin.
Who uses it
The module serves any business that sells by quoting a price up front: transfer companies quoting corporate event or organisation transport, agencies preparing package-tour quotes, boat operators quoting charters, schools preparing enrolment quotes. The shared problem: a quote goes out at an old price, margin is invisible before costs are worked out, and an accepted quote gets re-typed by hand when the invoice is issued.
How it works: price lock, five-state lifecycle, conversion
Quote lines read from the published rate list through the service catalogue and are stamped immutably onto the line — a price that isn’t published cannot enter a quote. Every line and total carries its currency/exchange rate, and every sum reconciles on the TRY column; VAT and any withholding rate are computed with the same rule invoicing will use, so the figures on the resulting invoice match the quote exactly.
A quote moves through draft → sent → accepted / rejected / expired. A quote past its validity date can be neither accepted nor converted. A revision creates a new version (N+1) while the previous one stays readable; the accepted version locks and never changes.
The quote card shows a cost template (fuel, labour, depreciation, monthly cost per vehicle) and the resulting margin — but these figures are visible only to a user with pricing permission, on the list, the card, the PDF and the CSV alike. An accepted quote converts into an invoice inside accounting in one click; the quote itself flips to “converted” and locks.
Example
Example: A transfer company prepares a quote for a corporate customer’s 3-day event: 3 vehicles × 5 days. The salesperson picks the vehicle type and rated price from the service catalogue; the system computes fuel and depreciation cost automatically and shows the resulting margin. The quote goes out as a branded, letterheaded PDF in both Turkish and English, valid for 7 days. The customer accepts on day 5; the quote flips to “accepted” and converts into an invoice in one click — no line is re-typed.
How it is done in Rotenta
- The salesperson opens a new quote card on the Quotes tab inside accounting and picks or creates the customer’s card.
- Lines are added from the service catalogue; the system fills in the current rate and VAT/withholding rate automatically and computes margin from the cost template.
- The quote is rendered as a branded, TR/EN PDF document in one click; the quote number is allocated gap-free per firm, per year.
- The quote is sent to the customer; its send state (sent/seen) is tracked on the card, and it flips to “expired” automatically once its validity date passes.
- If the customer accepts, the quote moves to “accepted”; a rejection requires a mandatory reason.
- An accepted quote converts into an invoice in one click, or opens a booking record if the job needs one.
- If a revision is needed, a new version is created; the previous one stays readable, with a record of who revised it and when.
For recurring corporate work, an accepted quote can also convert into a contract card inside contracts and progress billing, carrying its price lines over without re-entry.
Lists and bulk actions
The quote list doesn’t require opening cards one by one: multi-select lets you download several quotes as PDF or export them to CSV at once, so a sales team’s weekly report doesn’t mean opening and saving each quote individually. Who sent which quote when, and the acceptance/rejection rate, can be traced through the record roles, permissions and audit trail produces. One engine runs underneath every sector’s quotes: catering, tours, charters or school enrolment all use the same structure with different service definitions, never a separate table or a sector-specific column.
Frequently asked questions
Can a salesperson quote a price that isn’t on the rate list?
No. Quote lines only read from the published, current rate list; a line not on the rate list cannot be added — the system refuses it with a machine-readable error.
Can an expired quote still be accepted?
No. A quote past its validity date flips to “expired” automatically; it can be neither accepted nor converted — a new quote has to be prepared.
Who can see the profit margin?
Only users with pricing permission. For anyone else, cost and margin columns are hidden entirely on the list, the card, the PDF and the CSV — not shown as zero, simply absent.
How does an accepted quote become an invoice?
In one click: lines, VAT/withholding rate and totals carry over without re-entry into an invoice inside accounting, and the quote locks as “converted”.
Do different sectors need different quote templates?
No. One quoting engine handles catering/events, tours, charters or school enrolment alike, on the same screen, with no sector-specific column. See how quoting connects to the rest of the platform in our module guide, compare plan coverage on pricing, or reach us through contact.
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Tax ID and scenario data carried on the invoice record flow straight through; send status and the tax authority's reference show on the panel in real time.
- How does the Excel data import module work?
A module that validates and previews your existing spreadsheets, isolates the bad rows, and can undo an import if needed.
- How is workflow automation set up?
Trigger + condition + action rules ship as ready templates, every run is recorded as evidence, and a rule bound to a closed module shows as visibly inactive, never silent.
- How does the consent management module work?
Records customer consent per channel, ties sensitive fields to explicit consent, and exports to Turkey's İYS registry.
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One card for people and companies, encrypted sensitive fields, tagging and notes — how Rotenta's CRM module is laid out on screen.
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Current account, invoice, cash and instalment tracking brought together in one accounting module, from proforma to day-close.
- How do PDF outputs and letterhead documents work?
One core engine that puts your letterhead on invoices, statements, receipts and passenger lists, and logs every document it produces.
- How are staff shifts and timesheets managed?
Timesheets are produced from realised trips, deductions carry evidence and a dispute path, staff on leave cannot be reassigned, and period close freezes the past.
- How do reports and profitability analysis work?
Every list you own exports at full fidelity, aging buckets of 0-30/30-60/60-90/90+ days sit on one screen, and period profitability drills all the way down to the source trip.
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A resource x time-slot booking engine that blocks double-selling, tracks option deadlines and converts a confirmed request straight into a trip or service record.
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Roles decide who can see what, and the audit trail keeps a permanent record of who changed what and when.
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One record that follows a trip from planning to completion, carrying its passengers, driver, vehicle and price lines together.
- How do contracts and progress billing work?
The contract is the single price source; progress billing is calculated automatically from trip records, penalty clauses apply on their own, and an approved statement becomes an invoice in one click.
- How does bulk messaging and consent compliance work?
Consent is checked at send time against İYS, the national record; every commercial message carries an opt-out link, and delivery state is kept as evidence.
- How is U-ETDS reporting done?
Every trip already carries the fields U-ETDS reporting needs; send status shows on the trip card and never shows an optimistic 'sent' before it is confirmed.
- How does the AI assistant module work inside the panel?
An in-panel assistant that works within your own permissions, masks personal data, and asks approval before every write.