Some quotes turn into orders. Others change or come to an end. The inbox and quote history help you see where each one stands.
Find the quotes that need work
Open Quotes in Shopify Admin. The main views are:
- Needs a reply: submitted requests, rep drafts, and buyer change requests.
- With buyers: offers waiting for a buyer response.
- Converted: quotes linked to Shopify drafts, including those with completed orders.
- Needs review: quotes that need merchant attention before proceeding.
Search by quote number, company, or PO number. Under More filters, narrow the list by company, rep, exact status, creation date, or expiry date.
Read the activity and revision history
Open a quote and check Activity for events such as sending an offer, buyer views, acceptance, closure, and order creation. A buyer view shows that a published offer was opened; it does not mean the buyer has accepted it.
Use Older history for earlier events. Revision history contains the offer revisions and their PDFs. You can compare two revisions to check changes to quantities, prices, totals, and the buyer message.
Understand what buyers can see
Buyers can search their quote list by quote or PO number and filter by status or authorized company location.
Shopify company-location roles control access. An ordering-only buyer sees quotes associated with their contact. A location admin can see quotes for their authorized location. Internal staff notes and unpublished staff drafts stay hidden from buyers.
If someone cannot find a quote, check the signed-in customer, company location, and their current Shopify permissions.
Close a quote as a merchant
When Close quote is available on the detail page:
- Expand Close quote.
- Choose Cancel or Decline under Closing outcome.
- Enter a Reason.
- Select Close quote and confirm.
The buyer can no longer accept it. The reason and outcome remain in the quote’s history. Optional cancellation and decline emails notify the other party when email delivery is enabled and configured.
Close a quote as a buyer
On an eligible quote, find Cancel or decline quote. Enter a Reason for closing, choose Cancel quote or Decline quote, and confirm. Choose Keep quote open if you change your mind before confirming.
If these actions are unavailable, the quote’s current state does not allow closure. Contact your sales rep for help.
Expired offers and repeat enquiries
Sent quotes expire according to the store’s validity setting. Expired and closed quotes cannot be accepted.
For a new enquiry based on an earlier quote, a merchant can duplicate it into a fresh draft. That refreshes catalog prices and payment terms and requires a new offer and acceptance.
What to expect
You can check the quote’s progress, see its history, and record a reason when closing it.