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Quotes, estimates and proforma invoices

Revise a sent document

Once a quote, estimate or proforma invoice has been sent, it's locked and can't be edited — this keeps a faithful record of exactly what the customer received. When you need to…

Revise a sent document

Once a quote, estimate or proforma invoice has been sent, it's locked and can't be edited — this keeps a faithful record of exactly what the customer received. When you need to change a sent document, you create a revision: a fresh draft you can edit and send, which then replaces the original.

Before you begin

You can revise a document that is Sent, Accepted, Declined or Expired — for example when a customer accepts but then asks for a change before you invoice. (If a document is still a Draft, just edit it directly; if you simply want to withdraw it, use Cancel instead. Once a document is Converted it is final and can no longer be revised.)

Steps

  1. Open the document from Sales → Quotes, Estimates or Proforma Invoices.
  2. In the Actions panel, select Revise.
  3. You're taken to a new draft revision. Make your changes — lines, prices, dates, notes and so on.
  4. Send the revision when you're ready — see Send a quote or estimate.

[Screenshot required: Document details page highlighting the Revise action]

What happens next

  • Revising creates a new draft with a new number and the next revision number (shown as, for example, Rev 2). The new draft notes which document it revises, and starts as an exact copy — the lines, totals and the Amounts are entry mode all carry over unchanged until you edit them.
  • The original stays live until you send the revision. This means you don't lose the current version by mistake — the swap only happens when the new one actually goes out.
  • When you send the revision, the previous version becomes Superseded and its public link stops working. Any customer who opens the old link is told the document has been replaced and to use the most recent one.

Revising never affects your accounts — it's just a new version of the offer.

Important notes

Note: A revision is a separate document with its own number — it isn't an edit of the original. The link between them is kept so you can follow the chain (for example, "Rev 2 — revises QUO-00042").

  • Send the revision promptly if you want the old link closed off — until you do, the old version and its link remain valid.
  • If you don't want to send anything new and just want to stop the original, use Cancel instead (see Quote, estimate and proforma statuses).
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