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A quote moves through a set of statuses from creation to signature. The status decides what you can do with the quote: edit it, share it, or only view it. You see it in the Status column of the quote list and in the quote editor.

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Statuses

Quotes don’t expire automatically. The Expiration date is shown to the customer but doesn’t change the status.

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Lifecycle diagram

Recall brings a quote back to Draft from any status except Draft and Accepted.

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Transitions

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Draft to Published or Pending approval

When you edit a draft, Qwoty evaluates the approval workflows of the template against the quote’s margin, total, and discount (see the Alerts panel in the sidebar).
  • No approval required: click Share. Sharing publishes the quote immediately, then lets you send it by email or copy its link. See Publish to Dealroom.
  • Approval required: click Request approval. The quote moves to Pending approval. See Submit a quote for approval.

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Pending approval to Approved or Approval rejected

Approvers decide stage by stage. When all required stages approve, the quote becomes Approved. A rejection sets Approval rejected: the sales rep edits the quote and requests approval again. Users with the right to bypass the workflow can use Approve without validation. See Approve or reject a quote.

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Approved to Published

Click Share on an approved quote to publish it. If you saved changes after the approval, Qwoty asks you to request approval again first (“New approval required”).

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Published to Pending signature and Accepted

In the Dealroom, the customer reviews the offer, accepts the legal agreements, fills in their information, and clicks Proceed to signature. The quote moves to Pending signature while the signature is collected with Documenso. When all signers have signed, the quote becomes Accepted automatically. See Configure the signature. You can also mark a Published or Approved quote as accepted yourself with Set status to accepted, for example when the customer signed outside Qwoty. The quote must have a customer.
Accepted is final. Qwoty asks you to confirm (“Confirm quote acceptance?”) because the status can no longer be changed afterwards. Accepted quotes can’t be edited or recalled; from the quote list, you can only view or download their PDF.
Accepting a quote doesn’t create an order or a contract record in Qwoty. The contract sections of the quote are part of the signed document.

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Lost and Canceled

  • Set status to lost: available on Published, Approved, and Pending signature quotes
  • Set status to canceled: available on Draft, Published, Approved, Pending signature, and Lost quotes
You can’t share or save a lost or canceled quote. To work on it again, use Recall.

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Recall

Recall sets the quote back to Draft. On a published quote, the Dealroom then shows “Your quote has been unpublished” to the customer until you share it again. See Change a quote status for where to find these actions.

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Common questions

Yes. Published quotes stay editable. Save your changes and click Share again to send the update (the window is then titled Share updated quote). If an approval workflow applies to the new content, request approval again first.
No. Qwoty doesn’t keep versions of a quote. To keep a copy before making big changes, duplicate the quote.
No. To start again from the same content, click New quote, turn on Duplicate an existing quote, and select the accepted quote. See Duplicate a quote.
Canceled quotes are excluded from the Closing rate. Lost quotes count as not signed. See Quote list and analytics.

Change a quote status

Recall, lose, cancel, or accept a quote

Submit for approval

Request approval for a quote

Publish to Dealroom

Share a quote with your customer

Configure the signature

How quotes get signed and accepted
Last modified on October 27, 2026