# Quotation automations

What Quotations sends and runs by itself: the four e-mails of a quotation's life, the two scheduled actions of Sales, off by default, a one-time technical job, and why expiry runs nothing.

Quotations writes to the client at four moments: two chosen by the user, two automatic. Sales also has two scheduled actions, off by default, and a technical job that runs once. The options behind them are explained in [Quotation settings](quotation-settings).

## E-mails {#emails}

### Sales: Send Quotation {#send-quotation}

- **When:** a user clicks **Send** on a quotation (status **Quotation** or **Quotation Sent**); the message window opens with this e-mail ready. On a confirmed order, **Send** prepares **Sales: Order Confirmation** instead.
- **What it does:** a short message with the number and the amount, the quotation as a PDF, and a button to the client's page named after what is asked, such as **Accept & Sign Quotation**. A draft quotation becomes **Quotation Sent**.
- **How to stop it:** nothing leaves until **Send** is clicked in the window; **Discard** closes it.

### Sales: Send Proforma {#send-proforma}

- **When:** a user chooses **Send PRO-FORMA Invoice** in the **Actions** menu.
- **What it does:** the same kind of message with the pro-forma invoice as a PDF, without a button to the client's page.
- **How to stop it:** turn off **Pro-Forma Invoice** in the settings, which removes the action.

### Sales: Order Confirmation {#order-confirmation}

- **When:** automatically, when the client confirms online, by signing or by a payment that reaches the prepayment share; and when a user clicks **Send** on a confirmed order. A **Confirm** in the back office sends nothing, unless the quotation's template names a **Confirmation Mail**, which is then sent instead.
- **What it does:** tells the client that the order is confirmed, with the order as a PDF.
- **How to stop it:** no option turns it off. A template can name another e-mail in **Confirmation Mail**.

### Sales: Payment Done {#payment-done}

- **When:** automatically, when an online payment is received without confirming the order: below the prepayment share, or still pending.
- **What it does:** gives the client the reference and the amount of the payment, and what remains to be paid.
- **How to stop it:** it exists only with online payment; turn off **Online Payment** on the quotation or in the settings.

## Scheduled actions {#scheduled-actions}

### Sales: Send pending emails {#pending-emails}

- **When:** off by default. It works only when an administrator activates it and the system parameter `sale.async_emails` is true; then once a day and right after an e-mail is put on hold.
- **What it does:** sends the order e-mails put on hold (confirmation, payment done) in the background instead of at once.
- **How to stop it:** deactivate it in the scheduled actions of the technical menu, or set the parameter back to false.

### automatic invoicing: send ready invoice {#send-invoice}

- **When:** off by default. Once activated, once a day, and right after an online payment when the system parameter `sale.async_emails` is true; without that parameter the invoice is sent at once and this job is not needed.
- **What it does:** when **Automatic Invoice** is on, sends to the clients the invoices created from online payments of the last two days that could not be sent at once.
- **How to stop it:** deactivate it in the scheduled actions, or turn **Automatic Invoice** off: it then finds nothing to send.

### Sale Pdf Quote Builder: assign form fields to documents post upgrade {#quote-builder-job}

- **When:** once, right after the PDF quote builder is installed; its interval of 9999 months keeps it from coming back.
- **What it does:** lists the form fields of the header, footer and product PDF documents; quotations are not changed.
- **How to stop it:** nothing to do.

## Expiry runs nothing {#expiry}

No job watches the **Expiration** date. A quotation past its date keeps its status, and its page stops offering the signature and the payment; see [How a quotation becomes an invoice](how-a-quotation-becomes-an-invoice#validity).

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