Quote statuses & lifecycle
What each quote status means, who moves it, which emails it triggers and what gets locked.
Where to find it
Leads → Quotes (status column and filter) and the Change status dropdown at the top of every quote. The same statuses are the columns of the Pipeline.
The flow
Received → Quoted → Approved → Confirmed → In production → Completed
↘ Cancelled (from any status)
| Status | Meaning | Set by | Customer email |
|---|---|---|---|
| Received | A request arrived (storefront, shop order, saved-design conversion or manual) | Automatic | Quote request confirmation |
| Quoted | You priced it and sent the offer | You | — (send the Quote PDF yourself or via the template) |
| Approved | Customer accepted the offer | You, after the customer replies | — |
| Confirmed | Order confirmed (deposit, PO…) | You | Quote confirmed |
| In production | Handed to production; print files generated | You / Production | In production |
| Completed | Shipped / delivered | You / Production | Order completed |
| Cancelled | Dead. No way back | You | — |
Rules:
- Any status can move to any other except Cancelled, which is final. Skipping steps is allowed (Received → Confirmed is fine for a repeat customer).
- From In production onward the quote content is locked: sizing and customization can no longer be edited (a new revision is needed — see Revisions). Status changes and notes are still possible.
- Every change is written to the quote's History tab with who, when and an optional note.
- Emails are configured in Email templates; a failing email never blocks the status change — check Email logs if a customer says nothing arrived.
Steps — change a status
- Open the quote, click Change status (top right).
- Pick the target status; only valid targets are listed.
- Optionally add a note (visible in History, not to the customer). Confirm.
Or drag the card to another column on the Pipeline board.
Common questions
I cancelled by mistake. Cancelled is final. Create a new quote (manual, or ask the customer to reopen their saved design) and reference the old number in the notes.
Status changed but no email went out. Only Confirmed, In production and Completed trigger customer emails, and only if the template is enabled. The email sent flag is shown in History.
Who is allowed to change statuses? Members whose role includes Leads / Production access (Owner, Staff, Production). See Roles & permissions.