HomeHelpConsultant GuideQuotations

Quotations

Create, send, and track quotations through draft, sent, accepted, rejected, expired and converted.

ConsultantConsultant AdminSuper AdminLast reviewed 03 Nov 2026

Was this article helpful?

Related Articles

Client Management

Add, edit, and organise your client database with contact details and travel preferences.

GDS Hotel Search

Search live hotel availability from RateHawk, pick a bookable room rate, and understand markup and the 40-minute rate hold.

GDS Flight Search

How the flight search form works, and why it returns no results today because no flight GDS is connected.

Previous

Multi-Service Bookings

Next

Invoices

Quotations let you present priced travel options to a client before they commit. They live under Documents > Quotations. Each one is numbered QUO-YYYYMM-NNNN — for example QUO-202601-0001 — from a counter that restarts each month.

Creating a Quotation

Click Create Manual Quotation on the quotations page (it reads New Quotation on a narrow screen). This opens a chooser with two routes:

  1. Auto-Generate from GDS Booking — sends you to the GDS multi-service booking page. Build a basket there, then use Generate Quote to open the quotation generation screen with the client details, services and pricing already filled in from the basket.
  2. Create Manual Quotation — opens the manual quotation form, where you type every service line yourself.

On the generation screen the actions are Save as Draft, Save & Download PDF and Save & Send to Client. All three save the quotation as a draft first. You also set Quote Valid For (days) there, which defaults to 14, and can toggle Show Service Fees on PDF.

Important: Manual quotation creation is permission-gated. Without the manual-quotation permission the button is greyed out with a padlock, the page shows a Manual quotation creation is restricted banner, and clicking it returns You do not have permission to create manual quotations. There is no "Generate Quotation" action on a booking record — booking rows offer View Details, Send to Client, Download, Generate Voucher and Request Cancellation only.

Service Lines and Service Fees

Each line on a manual quotation is one service — flight, hotel, car rental, conference or transfer — with a supplier, quantity and unit price, plus fields specific to that type (route and cabin class for flights, property, room type and dates for hotels, vehicle type and pickup and drop-off for cars). Use Add Service to add another line.

Your margin is set per line with the Apply Service Fee checkbox. Choose a Fee Type of Percentage (%) or Fixed Amount (R), then enter the Markup (%) or Fee Amount (R). New lines default to a 10% percentage fee. The line total updates as you type.

Totals are shown as Subtotal, Total Markup, Total Before VAT, VAT and Grand Total. VAT on your markup is always charged. Each line also says how VAT applies to the supplier's price: No VAT on the supplier price (where a new line starts), Supplier price includes VAT (nothing is added, and the VAT inside the price is shown to the client) or Add VAT to the supplier price. VAT is never charged on VAT. A RateHawk hotel line charges VAT on the markup only and shows the hotel's own VAT. A line saved before this choice existed keeps the VAT it was quoted with until you choose.

Quotation Statuses

  1. Draft — being prepared, and the only status that can be deleted from the list.
  2. Sent — delivered to the client, awaiting their decision.
  3. Accepted — approved. Unlocks Convert to Invoice and, for GDS quotes, Convert to Booking.
  4. Rejected — declined.
  5. Expired — the validity period lapsed. Draft and sent quotations past their expiry date are moved here automatically when you open the quotations list, and you are told how many expired.
  6. Converted — converted into an invoice. This is a terminal state with its own badge, list filter and conversion count.

Duplicate is offered on every quotation regardless of status, both in the list and on the detail page. It always produces a fresh draft with a new number, which is the usual way to revise a rejected or expired quote.

Sending, Accepting and Rejecting

Open a quotation to reach its actions. Send Quotation opens the send dialog pre-filled with the client's details; sending a draft moves it to Sent and records the sent date. On an already-sent quotation the same button reads Forward, with a separate Resend next to it. While a quotation is draft or sent, Accept and Reject are available and both notify the consultant who created it. Preview and PDF produce the client-facing document at any status.

After a Quotation Is Accepted

  • Convert to Invoice — available on accepted quotations that have not already been converted. It opens the conversion page, creates the invoice, and moves the quotation to Converted with the invoice number recorded against it. A second attempt is refused.
  • Convert to Booking — shown on an accepted quotation that was generated from a GDS hotel search and is not yet tied to a booking request. It creates a consultant booking request and takes you to the booking queue, where the supplier payment approval gate applies as normal.
  • Request Supplier Payment — appears once an accepted quotation is linked to a booking request.
  • Create Voucher — starts a voucher pre-filled from the quotation.
Important: A quotation does not hold a rate. It stores the hotel, dates and occupancy, but no bookable rate reference, so nothing is reserved with the supplier while the client considers it. When you convert to a booking you are asked to select a current room and rate against live availability at the finalize step, and that price can differ from the quoted one.
Tip: Keep the validity period short — the 14-day default is already generous for live GDS pricing. A shorter window means expired quotes are cleared out of your list automatically instead of being accepted at a price you can no longer book.