Workflow, Status & Reporting
Nine lifecycle statuses, timestamped transitions, a shared admin grid, four mass actions, and CSV + XML exports — the operational spine every B2B pipeline needs.
Every quote is a small state machine — pending, approved, proposed, accepted, declined, purchased, expired, cancelled, closed — and EasyQuote stamps a timestamped history entry on every transition so you can answer “when was this sent?” and “who accepted it?” without guesswork.
Admins work the whole pipeline from a single grid: search, filter, mass-approve, mass-cancel, mass-delete, mass-set-pending, and export to CSV or XML. The quote record ties creation, proposal, and order conversion together.
Quote Status Machine
Nine lifecycle states covering every step from an inbound request through to purchase, decline, or expiry — the source of truth for every downstream automation.
Pending status
The default state for a customer-submitted quote request. The rep sees a list of pending items on the admin grid and works through them in order — a clear inbox instead of a silent email thread.
Approved status
Admin has reviewed the request, applied negotiated pricing, and approved the quote. The customer is notified and the rep can proceed to send a proposal.
Proposed status
The proposal has been sent to the customer as a branded email with the PDF attached. The quote now sits with the buyer; the rep waits for accept or decline.
Accepted status
The customer has accepted the proposal on their portal. The quote is ready to hand off to quick checkout and conversion to a Magento order.
Declined status
The customer explicitly declined the proposal. Admin sees the transition timestamped on the quote record and can follow up, adjust pricing, and resend if appropriate.
Purchased status
The accepted quote was converted to a Magento order. The quote stays linked to the order so you can trace the whole arc — request → proposal → purchase — from either side.
Expired status
The quote’s expiry date has passed without acceptance. The checkout path is blocked and a final notice goes to the buyer. No accidental honouring of stale pricing weeks later.
Cancelled status
Admin revoked the quote — maybe the customer went silent, maybe pricing changed, maybe the deal went to a different product line. The cancellation is timestamped on the record for audit.
Closed status
An admin-triggered close that archives the quote without implying acceptance or decline. Useful for quotes that were superseded by a newer revision or no longer relevant to the pipeline.
History, Audit & Reporting
Every status transition is timestamped on the quote record, and admins can export grid data to CSV or XML for downstream reporting.
Status change history
Every time a quote’s status changes — Pending to Approved, Approved to Proposed, Proposed to Accepted — the transition is stamped on the quote record with a timestamp. Full audit trail on every negotiation, without hunting through email threads.
Conversation thread
Customer and admin exchange messages directly on the quote. Every reply sits alongside the status history so you can see “customer asked about freight on Tuesday, we replied Wednesday, proposal went Thursday” in a single timeline.
CSV export of quote grid
The quote grid exports to CSV with one click — every filter the admin has applied is respected, so you can pull “all Pending quotes over $10k” or “all Accepted this month” and drop it straight into Excel or a BI tool.
XML export of quote grid
The same grid exports to XML for ERP import, automated reporting, or any downstream system that prefers structured markup over CSV. Same filter context, different format — no separate reporting module required.
Admin Workflow Tools
A single grid for the whole pipeline, with search, filter, and four mass actions so a rep can triage fifty quotes as fast as one.
Admin quote grid
Every quote across every store view appears in a single admin grid with columns for number, customer, status, total, created-at, and last-action. The grid is the command centre for the whole pipeline — nothing sits in an email folder waiting to be rediscovered.
Grid search & filters
Filter by status, customer, store view, date range, or total. Column-level search for quote number or customer email. Combine filters to isolate a specific cohort — e.g., “Proposed but not accepted in 14 days.”
Managed By (responsible admin)
Every quote is assigned to a responsible admin user — the sales rep who owns the negotiation. The grid exposes a Managed By column alongside Customer and Store, so each rep can filter down to their own pipeline and hand-offs between reps are explicit rather than folkloric. The managed_by value is stored on the quote record, surfaced on the edit screen, and carried through every status transition.
Mass actions (Approve, Cancel, Delete, Set Pending)
Select multiple quotes and apply one action at once — mass-approve a batch of repeat-customer requests, mass-cancel stale test quotes, mass-delete records that shouldn’t be in the grid, or mass-reset to Pending to hand a batch to a different rep for review.
Duplicate quote
Any quote on the grid can be duplicated — line items, negotiated prices, and tier tables copy into a fresh record. Useful for repeat customers, template pricing, or spinning up a revised proposal from an existing one.
EasyQuote vs Spreadsheet Pipeline Tracking
A pipeline tracked in Excel or a shared email folder is fine until two reps touch the same quote. EasyQuote replaces the spreadsheet with a canonical grid and a state machine.
Frequently Asked Questions
Pending (customer-submitted, awaiting admin), Approved (admin approved), Proposed (proposal sent), Accepted (buyer accepted), Declined (buyer rejected), Purchased (converted to Magento order), Expired (past expiry date), Cancelled (admin revoked), Closed (admin-triggered archive). Every transition is timestamped on the quote record.
Every status change — Pending to Approved, Approved to Proposed, Proposed to Accepted, and so on — is stamped on the quote with a timestamp. You can see the full trail on the admin quote detail view. No more “when did we send this?” forensic work through email inboxes.
Four real mass actions: Mass Approve (move a batch of quotes to Approved), Mass Cancel (cancel a batch), Mass Delete (remove records from the grid), and Mass Set Pending (reset a batch to Pending — useful when handing work between reps). Select the quotes with the grid checkbox, pick the action from the mass-action dropdown, confirm, done.
Yes — in both CSV and XML. Whatever filters you’ve applied to the grid (status, store view, date range, customer) carry into the export. Useful for Excel analysis, BI tools, and ERP systems that prefer structured markup over comma-separated.
Each quote carries a conversation thread — admin and customer exchange messages directly on the record. Attachments are supported both ways. The thread sits alongside the status history, so the full context of a negotiation is visible on one screen.
Cancelled is an explicit revoke — the quote is no longer available for conversion. Closed is an archive action for quotes that were superseded by a newer revision or are simply no longer relevant (without a clear cancel reason). Both are timestamped; both remove the quote from the active pipeline.
The quote grid + CSV/XML export give you every datapoint a custom report needs: status, created-at, transitions, customer, total, store view. Conversion reporting belongs in your BI tool where you can cross-reference orders and marketing data; EasyQuote gives you the raw event stream, not a siloed mini-dashboard.
Yes — the grid is a shared view and status transitions are atomic. Each mass action runs as a single operation, so two admins can triage different cohorts simultaneously. A quote whose status is being changed is visible to every other admin the next time the grid refreshes.
Every quote carries a Managed By field that points to the admin user responsible for the negotiation. The field appears on the quote edit screen and as a filterable, sortable column on the admin grid alongside Customer and Store. Reps can filter the grid down to “my quotes” in one click; managers can pull per-rep cohorts into a CSV / XML export for pipeline review. When a quote is handed off to another rep, update the Managed By value and every downstream view updates with it.
Run every quote through the same pipeline.
Nine statuses, four mass actions, and grid exports that honour your filters — no spreadsheets, no email archaeology.