Summary

What is Tender Quotes?

A new module for managing recurring or contract-based price agreements with customers, accessible from a dedicated top-level Quotes menu.
Tender Quotes have a status lifecycle, optional validity date ranges, and link directly into the order template workflow.

Why does it exist?

Previously, quotes in Qargo had no way to track whether a price offer had been sent, accepted, or declined, and no mechanism to define how long an offer remained valid - creating operational blind spots and manual workarounds.

How does it work?

A new top-level Quotes menu sits alongside Orders and contains two tabs: Spot Quotes (existing functionality, now relocated) and Tender Quotes (new).
Tender quotes move through a manual status workflow and can be copied to order templates once accepted. Validity enforcement then carries through to order creation.

Terminology

Term	Definition
Spot Quote	A one-off, ad-hoc price quote for a single transport request. Previously found under Orders > Quotes; now located in Quotes > Spot Quotes.
Tender Quote	A recurring or contract-based price agreement managed through the new Tender Quotes tab, with status tracking and validity periods.
Status	The current stage of a tender quote's lifecycle: Created, Sent out, Accepted, Declined, or Cancelled.
Valid from / Valid to	The date range during which a tender quote or order template is considered active.
Max Orders	An optional cap on the number of orders that can be generated from a tender quote. Exceeding the cap triggers a warning but does not block order creation.
Order Template	A reusable order structure created from an accepted tender quote, used to generate actual orders.
Expired	A tender quote or order template whose validity end date has passed. Expired quotes remain visible with a red tag; expired templates are hidden from the templates list.

The Quotes Menu

A new top-level QUOTES menu is accessible in the main navigation, next to Orders. It contains two tabs:

Spot Quotes — the existing quote functionality, relocated here from Orders > Quotes. Spot quotes handle one-off, ad-hoc price quotes and remain functionally unchanged.
Tender Quotes — a new list view for managing recurring or contract-based quotes, with filtering, inline status editing, and Excel export.

Tender Quotes

Creating a Tender Quote

NAVIGATE to QUOTES > Tender Quotes.
CLICK Create tender quote to open a new tender quote form.
COMPLETE the quote details — route, goods, requirements — in the same way as creating an order or order template.
SET the validity period and, optionally, the max orders cap (see sections below).
SAVE the tender quote. The status is set to Created by default.

Statuses

Each tender quote has a status representing its current stage in the lifecycle. Statuses are set manually and can be updated from both the list view and the tender quote detail page.

Status	Meaning
Created	The quote has been drafted but not yet sent to the customer.
Sent out	The quote has been shared with the customer and is awaiting a response.
Accepted	The customer has agreed to the quoted price.
Declined	The customer has rejected the quote.
Cancelled	The quote has been withdrawn or is no longer relevant.

‼️ Status transitions are manual — there are no automated triggers (e.g. sending an email does not automatically set the status to Sent out).

Validity Period

Each tender quote includes a Valid from date (required) and an optional Valid to date. A Qargo Admin setting allows making the end date mandatory for the entire tenant.

Tender quotes whose end date has passed are marked with a red Expired tag in the list view.
Expired quotes are not hidden — they remain visible for reference.

SET the validity range when creating or editing a tender quote using the Valid from and Valid to date fields.

Max Orders Cap

An optional Max orders field allows setting a ceiling on the number of orders that can be generated from a tender quote.

When the number of generated orders exceeds this cap, a warning is displayed.
Order creation is not blocked — the cap is advisory, not restrictive.

Using Task Conditions for Tender Quotes

Under Task Configuration > Creation conditions users can designate specific tasks that apply to their tender process.

NAVIGATE to TASKS
SELECT the task to update or click 'Add' to add a new task
CONFIGURE the task type (Contact / Generate, etc...)
LOCATE the Configuration panel and select 'calculation method' = Simple rule
- Set the metric 'Order / Template type'
- Set the operator 'Is'
- Set the value 'Quote'
SAVE the task

Once a task condition is set, the configured Quote tasks will only apply when a Quote Tender is created.

Quote Tender (template): Tasks set up when conditions apply

🧰 If NO conditions are set, tasks created here will apply to BOTH order templates and tender quotes. Use conditions to separate tasks so they only appear on the required templates.

From Tender Quote to Order Template to Order

When a tender quote reaches Accepted status, the workflow continues in three steps:

COPY the accepted tender quote to create a new Order Template. This is a manual action — there is no automatic conversion.
The order template is created with the route, goods, requirements, validity dates, and max orders cap carried over from the tender quote. These fields are managed independently on the template after creation.
CREATE actual orders from the order template as needed.

📚 Spot quotes do not support this workflow — status tracking and validity dates apply to Tender Quotes only.

Validity Enforcement on Order Templates

Order templates created from tender quotes carry validity dates forward. Validity is actively enforced during order creation:

Expired templates (past their Valid to date) are not shown in the templates selection list.
When creating an order manually, order creation is blocked if the pickup date falls outside the template's validity range.
In the order import flow, expired templates are filtered out of the template dropdown automatically.

Duplicating a Tender Quote or Order Template

Both tender quotes and order templates can be duplicated. The duplicate copies all fields including route, goods, requirements, and validity dates.

OPEN the tender quote or order template to duplicate.
SELECT the duplicate action from the options menu.

A new record is created with all fields pre-populated. Statuses on duplicated tender quotes reset to Created.

Troubleshooting

Issue	Resolution
Tender Quotes tab is not visible	The Quotes feature flag must be enabled by a Qargo Admin for the tenant.
Expired template is not appearing in the order import dropdown	Expected behaviour — expired templates are filtered out of the dropdown automatically.
Order creation is blocked when using an order template	Check the template's Valid to date. If the pickup date falls outside the validity range, creation is blocked. Adjust the template validity or use a different template.
Max orders warning is appearing	The number of orders generated from this tender quote has exceeded the optional cap. The cap is advisory — order creation can still proceed.
Status not updating automatically after sending a quote	Statuses are manual. There is no automated trigger; the status must be updated manually from the list view or the detail page.
Spot quotes are not visible under Orders > Quotes	Spot Quotes have moved to the new Quotes menu in the top navigation. Navigate to Quotes > Spot Quotes.