Understanding quote statuses and your pipeline
What each quote status means, how quotes move between them, and how to read your pipeline view.
Every quote in QuoteMate has a status that reflects where it sits in the deal. Statuses keep your pipeline honest: managers see reality, and reps always know what needs attention next.
The statuses
- Draft — the quote is being assembled or reviewed internally. Drafts aren't visible to buyers.
- Pending approval — the quote includes a discount or term that needs a manager's sign-off before it can be sent. The approver is notified automatically.
- Sent — the quote has been delivered to the buyer and the validity window is running.
- In negotiation — the buyer has responded and revisions are underway. Every revision stays tied to the same opportunity, so there's one thread of truth instead of five PDF versions.
- Accepted — the buyer has agreed. Accepted quotes flow into fulfillment (and, for Shopify merchants, sync back as a draft order).
- Declined / Expired — the deal was lost or the validity window lapsed. These stay in your history so win-rate reporting reflects the full picture.
Reading the pipeline view
The pipeline view groups quotes by status so you can see at a glance where deals are stacking up. A healthy pipeline moves left to right quickly—if quotes are accumulating in Draft or Pending approval, that's usually a process bottleneck worth fixing, not a demand problem.
On Growth and Scale plans, pipeline stages feed forecasting, so keeping statuses accurate directly improves forecast quality.
Common questions
Can I reopen an expired quote? Yes—duplicate it into a new draft. Pricing rules are re-applied, so if your prices changed since the original, the new draft reflects current policy.
Who can change a status? Reps move their own quotes through drafting and sending; approval transitions are restricted to users with the approver role.
Still stuck? Contact us and we'll help directly.