Quotations | Settings
In this article we take you step by step through the quotation settings in Robaws. These apply specifically to quotations and change orders. Also take a look at the general settings: they contain a great many settings that have an impact on several modules, and therefore also on quotations and change orders.
Go to Settings > Quotations to see the page with the quotation settings.
After you have changed something in the settings, it is important to click 'Activate settings' at the bottom right to actually apply them within your Robaws environment.
Overview quotations / change orders
Here you determine what the first tab in the overview of the quotations / change orders looks like. What you change via the settings, you change for every user. In addition, every user can also choose to create their own overviews and set them up as they wish.
Setting | Explanation |
|---|---|
Quick filters | Choose here which filters are ready by default in your overview. |
System overview | Determine which columns you want in your overview, and in which order you want to see them. |
Card info | Set the title, the subtitle and the fields of the card in the kanban and map views. A maximum of 8 fields in total. |
Tags | Set up labels that appear on a card as soon as an item meets your condition. At most 10 per module. |
Card info and tags apply to the whole environment. Columns are set separately.
Settings
Setting | Explanation |
|---|---|
Show address | On by default; untick this if you do not want to see the project address on the quotation file. |
Show material | Adds the "Material" column to the line detail (the underlying build-up) of a calculated quotation line. |
Automatically number lines | Numbers every quotation line in the Nr. column (also tick "Show line nrs."). The numbering takes chapters into account (e.g. 1.1, 1.2, … sit under chapter 1). The numbering of the chapters themselves is not visible on the pdf. |
Make order | Adds an action button at the top of the quotation file to convert the quotation into an order. |
Make supply order | Adds an action button at the top of the quotation file to quickly order the material from the quotation (as a supply order, price request, internal supply order, etc.). |
Show line nrs. | Adds the "Nr" column to the quotation lines. You can number the quotation lines manually or automatically via the "Automatically number lines" setting. |
Calculation | Removes the "Posts" action button from the item overview. |
Move files to project during creation | Tick this if you want all files from the quotation to be moved to the project. Note that this only works when you click the "Make project" action button at the top of the quotation. |
Make subscription | Adds an action button at the top of the quotation file to convert the quotation into a subscription. |
Direct cost sharing depending on price | Use this to choose whether you want the direct costs in your quotation to be shared evenly across the lines or in proportion to the price. |
Show post nr. | Adds a "Post" column to the quotation lines. |
Use composite items as extra lines | Tick this if, in a simple quotation, you want the underlying items of a composite item to be loaded into the quotation as extra lines. Note that the quantities that have been set are not taken into account. |
Show type (eg. SOG) | Adds a "Type" column to the quotation lines. This lets you add SOG, VH, TP, PM, etc. to the quotation line. |
Make invoice | Adds an action button at the top of the quotation file to convert the quotation into an invoice. |
Setting | Explanation |
|---|---|
Days before due date | Set after how many days the quotation expires by default (can be overridden per quotation). This is in principle the due date that is shown on the quotation. (default value = 30) |
#days before follow up date | Set after how many days the quotation has to be followed up (can be overridden per quotation). This is in principle not visible to the customer and is intended for internal follow-up. On that date the status of the quotation automatically changes to "to be followed up" (if it has been set up that way in the statuses). (default value = 15) |
sync (m) | Set how many minutes there are between automatic saves of the quotation. This happens automatically, without you having to leave the page. (default value = 15) |
Number of days before deadline | Set after how many days the deadline is reached. This is in principle not visible to the customer and is intended for internal follow-up. (default value = 2) |
Invoice percentage from phase | Enter here the text that will appear on the invoice when you invoice an instalment (as a percentage) of this quotation. Use replacement codes for this. For example: Instalment of ${percentage}% according to quotation ${logicId} |
Invoice fixed price of phase | Enter here the text that will appear on the invoice when you invoice an instalment (as a fixed amount) of this quotation. Use replacement codes for this. For example: Advance quotation ${logicId} |
Phase billing cumulative strategy | Choose the strategy you want when you invoice an instalment of this quotation: simple (1 line), cumulative (added to the instalments invoiced previously) or ask (the question is asked every time you want to invoice an instalment). |
Next number
- Change the number of the next quotation or change order here.
- Choose the structure of the numbering yourself: choose a prefix, a suffix and the number of digits. By default this is set for the quotation as prefix Oyy + 4 digits + no suffix.
Extra fields
Just as in all modules in Robaws, in the quotation you can also create extra fields of your choice.
Tip: if you create the same extra fields on the customer and on the quotation, or on the quotation and the project, the content of the fields can be carried over automatically.
Standard texts
Set up here the standard texts that you want to use as an introduction or as an end text in your quotation. In your quotation you can then choose one of these texts.
Tip: use replacement codes to personalise the standard texts.
Setting | Explanation |
|---|---|
Show item number in bill of materials | Choose whether the item numbers may be visible in the Bill of Materials. |
Templates | Set up one or more pdf templates to present the quotation in pdf format. You can determine yourself how the header is laid out, which title appears on the pdf (e.g. quotation, price estimate, etc.), which columns are visible on the quotation lines, and a number of other settings. Here you also enter the translations of the pdf if you want to send quotations in other languages. |
Statuses
You can determine the statuses of the quotation yourself. A number of them are set up by default (draft, sent, read, feedback, signed, etc.) but you can change, delete or add to these. Note that the name is case-sensitive.
You can set the status to change automatically on a particular action:
Setting | Explanation |
|---|---|
Status after … | Always fill in one of the existing statuses if you want an automatic status change (attention, the spelling must be identical!). |
… making project | If you create a project from the quotation (via the action button at the top), the quotation changes to this status. |
… partial invoice | If you invoice a phase of the quotation from the financial planning (e.g. an advance invoice), the quotation changes to this status. |
… making invoice | If you invoice the quotation or create the final invoice, the quotation changes to this status. |
… making order | If you create an order from the quotation (via the action button at the top), the quotation changes to this status. |
… making subscription | If you create a subscription from the quotation (via the action button at the top), the quotation changes to this status. |
… loading into progress claim | If this quotation is loaded into a progress claim, the quotation changes to this status. |
Follow up status | When the follow up date is reached (and if the quotation is in one of the statuses below at that moment), the quotation changes to this status. |
Statuses in which quotation can be followed up | Fill in which statuses may change to the follow up status (default setting = sent & read). |
If you open a status, you can determine a name, colour and success %. The colour is shown in the overview of the quotations. If you do not want to work with colours, change the colour of all statuses to white.
In the "success %" box you can indicate what percentage chance of success you estimate for the quotation per status. This is then shown in the analysis of your quotation overview.
Success % | Example statuses | Explanation |
|---|---|---|
0 | draft, rejected | A quotation in this status has a 0% chance of being successful. |
1 to 99 | sent, read, feedback, follow up | Fill in a number between 1 and 99 per status. A quotation in status sent has, for example, a 50% chance of being successful. In status follow up perhaps still a 30% chance. |
100 | signed, approved, invoiced | A quotation in status signed is 100% successful. |
Templates
In Robaws you can create your own templates for quotations. This means that you draw up one quotation properly, and can later use it as a basis for drawing up new quotations. You can still edit the template afterwards if necessary; this does not change anything in your quotations in progress.
To set up a quotation template, click Add, fill in a name for your template, and then you can start in 2 ways:
- either you start from an existing quotation (click Choose existing);
- or you start from an empty quotation (click Create blank template). In that case you then have to choose between a simple or a calculated quotation.
Default documents
Set up here the default documents that you want to use in the quotation module. These then appear on the quotation file under the action button Default document. You can still edit them there before you send them to the customer.
Email templates
Here you can set up the email templates that you want to use in your quotations. This means you can prepare various emails with a particular text (with or without replacement codes) and with particular attachments (e.g. the quotation + your terms and conditions).
Updated on: 14/09/2026
Thank you!