PDFs, documents and revisions
Controlled quotation PDFs
Section titled “Controlled quotation PDFs”After approval, the quotation owner or an administrator issues the revision and downloads its controlled PDF. The document contains the QC quotation number and any configured external quotation reference, customer and site details, customer-facing scope, line items, caveats, totals, payment terms and validity wording.
When the company policy accepts a quotation without a site, the customer PDF shows No site. The internal reason, catalogue source values, costs, margin, approval reasons and other review commentary never appear in the customer document.
Newly issued documents use a structured A4 layout with clear quotation details, prepared-for information, controlled pricing, a commercial summary and a repeating quotation, revision and page footer. Long scope, item, payment and caveat content continues across pages without changing the customer wording.
When the quotation uses pricing sections, its owner or an administrator chooses one customer presentation while the revision is editable:
| Presentation | What the customer sees |
|---|---|
| Full item detail | Section titles, descriptions, individual lines and subtotals |
| Section totals | Section titles, descriptions and section subtotals only |
| Single quotation total | Section titles and descriptions without section prices |
All three choices retain the same authoritative Total ex VAT, VAT and Total inc VAT. Quote-level additional costs and contingency are identified separately in the section-totals view so the displayed amounts reconcile. The selected presentation changes disclosure, not the underlying price or approval rules.
Internal recommendations, asset-preparation checks, formatted line-item detail and internal notes do not appear on the customer PDF.
The issued PDF is retained with its revision. Downloading it later returns the historical document rather than rebuilding it from current company settings. The refreshed layout applies only when a new document is issued; it does not replace or restyle an earlier issued PDF.
Company administrators maintain future PDF identity under Company settings and customer payment wording under Commercial controls and payment terms.
Supporting documents
Section titled “Supporting documents”Supporting files are private and belong to the quotation. Use them for evidence such as supplier information or approved drawings. Access follows quotation ownership and role rules. Files are validated on upload and never exposed through a public object URL. Each supporting file can be up to 10 MiB.
An initial unissued draft cannot be deleted while supporting files remain attached. Remove those files first if the draft itself must be deleted.
Create a new revision
Section titled “Create a new revision”Approved and issued customer-facing content is read-only. To change it:
- Open the issued quotation.
- Choose Create revision.
- Record a short internal reason.
- Edit the new draft and run the preparation and approval workflow again.
The earlier revision, approval events and PDF remain intact. The new revision clears the earlier approval decision because the controlled content has changed. It also resets a won, lost or closed outcome to open and restores the quotation if it was archived.
Use Duplicate quotation instead when the source is only a starting point for separate work. The duplicate receives a new quotation number and starts at Revision 1. Its copied customer, site, address, scope and pricing remain editable.
Compare revisions and duplicates.
Read History
Section titled “Read History”Open History from any quotation step. It groups material creation, submission, approval, return, issue, document and order events into revision chapters. The current chapter stays expanded; earlier chapters can be collapsed and retain their controlled PDFs.
History is a read-only lineage. It is not a diff, rollback tool or customer-facing document.
Upload several supporting files
Section titled “Upload several supporting files”Select several supporting files together. Each file uploads separately and shows its result. Retry only failed files. If the connection ends before the result is known, check the document list before retrying to avoid a duplicate. Remain on the quotation while uploads are running.
Document list availability
Section titled “Document list availability”The document list distinguishes loading and failed requests from a successfully loaded empty list. Choose Retry documents after a failure. If a refresh fails, previously loaded documents remain available with a warning until the next successful load. Retrying the list does not retry uploads.