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.
Saved Views
A saved view captures the active filters, column selection, and sort order - making it easy to return to a specific setup without reconfiguring it manually.
Creating a saved view
NAVIGATE to Quotes > Tender Quotes.
CONFIGURE the desired filters, columns, and sort order.
CLICK + View next to the status filter tabs.
ENTER a name for the view and confirm.
The new view appears as a tab alongside the default status filters (All, Created, Sent out, Accepted, Declined, Cancelled).
Managing saved views
Saved views can be shared (Super admin only) and deleted.
You can rename the view by clicking the name of the view. This makes it editable.
Status filter tabs (All, Created, Sent out, etc.) operate independently of saved views. Changing the status filter does not alter the configuration of the active saved view.
📚 Saved views are personal by default. A Super Admin role is required to share a view with all users in the organisation.
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.
Auto-generated Template Names
Template Name is optional.
If you leave Template Name blank, Qargo automatically creates a unique name when you save the tender quote.
The name is generated using the Tender Quote Template sequence pattern configured in:
Configuration > Organisation settings > Sequence Numbers
How it works
Leave Template Name blank
Qargo automatically generates the name.
This works when creating a tender quote manually or importing one.
Enter a Template Name
Qargo saves the name you entered.
Your custom name is not changed or overwritten.
For imports
A blank or missing
template_nametriggers automatic name generation for that row.A
template_namewith a value keeps the provided name.
Tender Quote and Spot Quote numbers are separate
Creating a Tender Quote does not change the Spot Quote counter.
Creating a Spot Quote does not change the Tender Quote counter.
📚 Auto-generation applies to both manual creation in Quotes > Tender Quotes and import files. In import files, a blank or absent template_name column triggers auto-generation per row; a filled column preserves the provided value.
Configuring the Tender Quote Template pattern
Go to Configuration > Organisation settings > Sequence Numbers.
Find the Tender Quote Template row.
Name pattern
The pattern tells Qargo how to build each automatic quote name.
You can use:
#SEQ#— Adds an automatically increasing number.Add a number to control the number of digits.
Example:
#SEQ4#→0001,0002,0003
#DATE()#— Adds the quote creation date.Add a date format inside the brackets.
Example:
#DATE(%y)#→26
Plain text — Add any fixed text you want.
Example:
TQuote-
You can combine these in any order.
Example:
Pattern:
Quote-#DATE(%y)##SEQ4#First quote:
Quote-260001Second quote:
Quote-260002Third quote:
Quote-260003
Choose the Starting Number
You can set the number Qargo uses to continue your existing quote numbering.
This is useful if you have already been naming tender quotes manually and want to avoid gaps.
For example:
Your last manually created quote is
TQuote-0050.Set the Tender Quote Template sequence number so the next generated quote continues from
0051.
To change the starting number:
Find Tender Quote Template in Sequence Numbers.
Click the + button.
Enter the sequence number you want to use.
🧰 The Tender Quotes module must be enabled by a Qargo Admin before the Tender Quote Template row appears in Sequence Numbers.
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.
Documents
Files can be attached to a Tender Quote directly from the quote detail page. This mirrors the document handling available on Spot Quotes, allowing supporting materials to be stored alongside the quote record throughout its lifecycle.
Attaching a document
OPEN the relevant Tender Quote (Quotes > Tender Quotes).
SCROLL to the Order documents and tasks section.
CLICK Add documents > Add document
SELECT the appropriate document type and CLICK on CTA ****button ****“Drag your files here or click the area to upload documents”.
SAVE to confirm.
Attached documents persist through all status changes - they remain visible whether the quote is Accepted, Declined, or Cancelled.
📚 The document types available are configured under Configuration > Documents. At least one document type must be enabled before documents can be attached to a quote.
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. |