Configure Odoo quotations by tracing the selected customer, products and template through the customer-facing offer and the confirmed order. Define how revisions are approved before relying on reusable defaults. Use the worksheet below to compare the draft, the version sent and the order created, so a convenient template supports the agreement the customer actually accepted.
Which information should be checked before applying a template?
Start with the customer request and the items being offered. Identify the account, intended destination, product configuration and quantities. Keep a reference to any clarifications that changed the scope. The quotation review should establish what is being proposed before anyone treats the template as a complete answer.
Odoo requires a customer on the quotation form. Documentation. Odoo quotation order lines hold products and their quantities. Documentation. Review those fields against the request rather than accepting the first plausible product or customer match. Include a representative variant or service configuration in the proposed rehearsal and ask how the team distinguishes it from a similar catalogue entry.
Odoo supports reusable quotation templates for common products or services. Documentation. A quotation template can specify its applicable company in a multi-company environment. Documentation. Assign an owner to the template and define which offer types it is intended to support. In a multi-company arrangement, include the applicable company in the review. A reusable starting point should still be examined against the specific customer and proposed work.
Which defaults deserve an explicit decision?
Odoo template validity can be set as a number of days. Documentation. Agree the intended validity for the actual offer and check the date shown on the quotation. Avoid inheriting a value solely because it was present in an old template. Record any change and who approved it in the proposed review process.
Odoo templates can include products, sections and explanatory notes. Documentation. Use sections and notes to make the offer understandable, while keeping the actual product configuration and quantity in their proper fields. Ask the reviewer to read the document as a customer would and identify anything that could be mistaken for an included item or a confirmed operational commitment.
Odoo templates provide a Terms & Conditions tab for the proposed terms. Documentation. Have the responsible business owner supply the actual terms for the offer. The template should reproduce those agreed terms accurately. Keep commercial or legal decisions with the authorised people instead of allowing an implementer to fill gaps with standard-looking wording.
An original draft-to-order comparison worksheet
Use this practical checklist for one representative quotation and a later revision. Complete it with real record references when evaluating the proposed workflow. It is an original review aid rather than a report of a completed Odoo implementation.
| Comparison point | What to retain | Question before sending or confirming |
|---|---|---|
| Customer request | Request reference and agreed clarification | Does the draft answer the intended requirement? |
| Product configuration | Selected item, variant and quantity | Is the offered configuration unambiguous? |
| Template | Template identity, company and relevant defaults | Which defaults have been checked for this offer? |
| Revision | Previous version, change and approval reference | Can the reviewer identify what changed? |
| Customer view | Preview or generated offer reference | Is the external version consistent with the approved draft? |
| Acceptance | Accepted offer and confirmation decision | Which version is being turned into an order? |
| Order comparison | Confirmed record and consequential fields | Does it preserve the accepted commitment? |
Add an exception column for items requiring a separate scope decision. A custom request may not fit an existing product or template. Keep that uncertainty visible until the responsible person resolves it; do not choose a similar catalogue item simply to make the draft easier to produce.
Retain the previous version or an agreed change record when revising the offer. The proposed control should let another reviewer understand the difference without reconstructing an email conversation from memory. Ask the provider or implementer which versioning and approval mechanisms the actual configuration supports.
How should a revision be reviewed?
Make the revision question precise: what changed, why, and who needs to approve it? Include product substitutions, quantity changes, destination changes and altered scope notes where relevant. Keep a correction of an internal typo distinguishable from a change in the commitment being offered.
Odoo can preview the quotation as the customer sees it in the portal. Documentation. Compare the customer-facing view with the worksheet before dispatch. Read the item descriptions and notes in their displayed order. Check that an optional item is understandable as optional and that a note has not been placed where it appears to qualify the wrong line.
Use a synthetic customer and representative catalogue records in the proposed acceptance exercise. Ask a second person to review the changed offer using the change record alone. If they cannot identify the approved configuration, improve the handover before relying on the workflow for ordinary quotations.
Hypothetical example: an accessory remains after the main item changes
Imagine an offer is revised from one product configuration to another, while an accessory line from the original configuration remains in the draft. The customer-facing total may still look plausible, but the intended combination now needs review. This hypothetical example tests the substance of a revision rather than the appearance of the document.
Place the original request, revised configuration and remaining accessory on the worksheet. Ask the reviewer whether the accessory is still intended and compatible with the agreed scope. Record the decision and the approved offer reference before continuing to confirmation.
Then change the quantity of the main item. Review any related quantities and explanatory notes through the same process. The exercise should establish which relationships the software supports and which checks remain an explicit responsibility of the person preparing the offer.
What should happen at order conversion?
In Odoo Sales, confirming a quotation changes it into a sales order. Documentation. Define who may confirm and which evidence identifies the accepted version. Compare consequential fields after conversion, including the customer, item configuration, quantities and scope notes. Keep the acceptance reference with the operational handover so fulfilment does not have to guess which draft was agreed.
Odoo can lock confirmed sales orders when Lock Confirmed Sales is enabled. Documentation. Review that setting in the proposed configuration and decide how a necessary change to a confirmed commitment should be handled. Ask for the actual supported correction route rather than assuming that editing an order is equivalent to an approved revision.
Keep the broader approval and billing process with the quotation-to-invoice guide. For the implementation brief, see web development and get started with a redacted example of the configuration, revision and order comparison you need to support.
By Spout Team. AI-assisted drafting by Codex using the linked primary documentation.