With the quote feature, you create individual quotes for your customers directly in the Pickware Admin. A quote follows a fixed process: you create it as a draft, send it to the customer by email, and the customer can accept or decline it. Once acceptance is confirmed, an order is automatically generated.

In the Pickware Admin, go to Orders → Quotes and click Create quote.

Select a customer. Next to the customer name, the company name is also shown — so you can search directly for a company and select the appropriate contact person. The associated Sales Channel is applied automatically, but you can also adjust it manually if needed.

You'll then land on the draft screen. Here, a default shipping method and payment method are loaded automatically. Both can be adjusted — for example, you can choose a different shipping method like Express or set the payment method to Invoice or Prepayment. The selected shipping and payment method is transferred directly to the order once the quote is accepted.

The shipping costs can be manually overridden if needed. Under Validity date, you specify how long the quote is valid.

In the Products section, add the items you want. You can search by product name or product number, or scroll through the list. Double-clicking adds products. The search stays open, so you can add several variants of a product one after another.

The quantities and unit prices of the line items can be adjusted at any time by double-clicking on the relevant field, and the tax rates are applied automatically.

For each product, you can also use the list settings to display, for example, the purchase price, list price, or the margin directly, to make sure you still achieve a positive margin when adjusting the unit price.

Using Add custom line item, you can add extra line items that don't exist as a product in the shop — for example, a travel fee or a service charge. For each manual line item, you specify a description, price, and tax rate.

Your custom line items are also included directly in the quote and later in the order as well.

Using Add credit note, you can add credit notes as negative line items — for example, for a flat overall discount on the cart or an offset.

The credit note is added to the line item list with a negative amount and deducted from the total amount of the quote.

Using the Comment field, you can add text that will appear on the quote PDF — for example, for terms of validity or individual notes to the customer.

Once the quote is ready, you have three options:

After sending, the status changes to Sent.

You can then use a button to select whether the customer has declined or accepted the quote:

Decline: The quote is set to the status Declined. For an alternative or follow-up quote, you can Reopen it to edit and resend the quote.

Accept: Upon acceptance, an order is created automatically. The shipping and payment details, as well as the shipping costs specified in the quote, are transferred to the order — including the correct tax allocation on the products.

Finally, you can pick the resulting order as usual.

In the customer detail view, the Quotes tab shows the quotes for that customer. This gives you direct access to the quote history right from the customer profile.

If an order was created from an accepted quote, the order detail view shows a reference to the associated quote.