# Quotation settings

What each option of the Sales settings changes for quotations, from the online signature, the payment and the validity to templates, warnings, locking, pro-forma invoices, discounts and the invoicing policy.

The Sales settings decide how a new quotation starts and what its users can do with it. Most options are defaults that each quotation and each template can change. Open **Sales/Configuration/Settings**; its product, shipping and connector options belong to other apps.

## Before you start {#before-you-start}

- You need the **Administrator** role, the **Role** choice of your user; see [General settings and administration](/docs/general-settings).
- The options marked with the building icon belong to the current company; switch company before changing them for another one.

## Quotations & Orders {#quotations-and-orders}

![The Quotations & Orders group, from Online Signature to the pro-forma invoice.](https://jaah.app/web/image/11068-7ce880ae/quotations-settings-settings_quotations-en.png)

### Online Signature {#signature}

On by default. New quotations ask the client to sign online to confirm the order; see [Get the client's signature](get-the-client-signature).

### Online Payment {#payment}

Off by default; on in the demo company. New quotations ask for an online payment to confirm the order. **Payment** sets the share to pay first, 100% or less for a prepayment; the order is confirmed once that share is paid. A payment needs a payment provider: when one is active, its **Configure** button and **View Other Providers** appear here; see [Online payments](/docs/online-payments).

### Default Quotation Validity {#validity}

30 days by default: a new quotation expires that many days after its creation, and the client can no longer sign or pay it online. 0 turns the expiry off; a template's own validity replaces this number.

### Quotation Templates {#templates}

Shows the **Quotation Templates** menu and the **Quotation Template** field; see [Build a quotation template](build-a-quotation-template). **Default Template** names a template that every new quotation starts from.

### Sale Warnings {#warnings}

Off by default. On, contacts and products gain a sales warning text, shown on a quotation as soon as the client or the product is chosen.

### PDF Quote builder {#quote-builder}

On, quotations gain a **Quote Builder** tab that wraps header and footer pages, prepared as PDF files, around the printed quotation; the **Headers/Footers** link manages them. The opening text belongs in the **Quotation Body**.

### Lock Confirmed Sales {#lock}

Off by default. On, an order is locked when it is confirmed and can no longer be edited; an **Administrator** of Sales chooses **Unlock** in its **Actions** menu.

### Pro-Forma Invoice {#pro-forma}

Off by default. On, quotations and orders not yet invoiced offer **Send PRO-FORMA Invoice** in their **Actions** menu: an e-mail with a pro-forma invoice in PDF, for a client who pays before the work. Nothing is recorded in accounting.

## Pricing {#pricing}

![The Discounts option in the Pricing group.](https://jaah.app/web/image/11072-0e13d45b/quotations-settings-settings_discounts-en.png)

### Discounts {#discounts}

Off by default. On, every user sees the **Disc.%** column on the lines and the **Discount** button under them; see [Give a discount on a quotation](give-a-discount-on-a-quotation).

## Invoicing {#invoicing}

![The invoicing policy and the automatic invoice.](https://jaah.app/web/image/11076-c3f902e5/quotations-settings-settings_invoicing-en.png)

### Invoicing Policy {#invoicing-policy}

**Invoice what is ordered**, the default, lets an order be invoiced once it is confirmed, which suits fees agreed in advance. **Invoice what is delivered** waits for the delivered quantities. The choice is the default of new products; each product can change it.

### Automatic Invoice {#automatic-invoice}

Shown when the policy is **Invoice what is ordered** and **Online Payment** is on; off by default. On, the invoice is created, marked as paid and sent to the client as soon as the provider confirms an online payment of the order. In developer mode, **Email Template** chooses its e-mail. Saving with **Invoice what is delivered** turns it off. See [Online payments](/docs/online-payments).

Click **Save** to apply your changes. The **Downpayment Account** used by down payment invoices is on the Accounting settings page: see [Accounting settings](/docs/accounting-start-here/accounting-settings).

## FAQ {#faq}

### I changed a default, but my existing quotations did not change. {#existing}

The settings apply to quotations created afterwards. Change the existing ones in their **Other Info** tab or their **Expiration** date.

### Which tasks run by themselves? {#automations}

The e-mails sent along the way and the scheduled actions of Sales are listed in [Quotation automations](quotations-automations).

### Can a salesperson change these settings? {#who}

No. Only the **Administrator** role opens this page. A salesperson changes the signature, the payment and the expiration of a quotation on the quotation itself.

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- Source: https://jaah.app/docs/quotations/quotation-settings
- Updated: 2026-10-23
- Version: Quotations 19.0.1.1.1
- Verified: 2026-10-23