Quote workflow and statuses
A quote's status tracks where it is in its lifecycle. SummitPSA uses six statuses:
| Status | Meaning |
|---|---|
draft | Editable; not yet shared. Only drafts can be edited or deleted. |
pending_approval | Awaiting internal sign-off (when approval is required). |
sent | Shared with the client and awaiting their decision. |
accepted | Approved by the client (or marked accepted internally). |
rejected | Declined; an optional reason can be recorded. |
expired | Passed its valid-until date without a decision. |
Approval
If quote approval is enabled, a draft must be sent for approval (request approval) and approved by a user with finance > manage before it can go out. Approval can be granted or the quote sent back to draft.
Sending and the client portal
Sending a quote requires line items (and approval, if required). On send, SummitPSA generates a secure portal token and a shareable link. The client can view, accept or reject the quote from that portal page — no login needed. The first time they open it, the creating agent gets a notification.
Automatic expiry
Any sent quote whose valid-until date has passed is automatically flipped to expired when it is next viewed or listed. You can also resend, duplicate, or mark a quote accepted/rejected internally.