> ## Documentation Index
> Fetch the complete documentation index at: https://docs.qwoty.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Quote settings

> Configure how quotes are numbered and how associations are resolved when multiple levels apply.

Quote settings control two important behaviors of your quoting process: the **numbering format** used to identify each quote, and the **resolution mode** that decides which catalogs, pricebooks, and other assets are available when a customer, segment, and template each have their own associations.

<Note>You must have the **Admin** role to modify quote settings.</Note>

## Access the quote settings screen

<Steps>
  <Step title="Open Settings">In the left sidebar, click **Settings**.</Step>

  <Step title="Navigate to Quote">
    Under the **Workspace** section, click **Quote**.
  </Step>
</Steps>

## Configure quote numbering

The **Configure Quote Numbering** section lets you design a custom numbering format by combining static text with dynamic variables. Every new quote gets an identifier generated from this pattern.

### The format field

Enter your pattern in the **Single line text** field. You can mix plain text with any of the available variables shown below. The variables are evaluated at the moment the quote is created.

For example, `QUO-{YYYY}-{0000}` generates identifiers like `QUO-2026-0001`, `QUO-2026-0002`, and so on.

### Available variables

| Variable | Description                                                 |
| -------- | ----------------------------------------------------------- |
| `{0000}` | Counter — add or remove zeros to control the padding length |
| `{YYYY}` | Year, 4 digits (for example, `2026`)                        |
| `{YY}`   | Year, 2 digits (for example, `26`)                          |
| `{MM}`   | Month, 2 digits (`01`–`12`)                                 |
| `{DD}`   | Day, 2 digits (`01`–`31`)                                   |

<Tip>
  Click the copy icon next to any variable to insert it into your format string
  without typing it manually.
</Tip>

### Start the counter at a specific number

Append `+N` inside the counter variable to offset the starting point. For example, `{0000+30}` starts counting at `30` instead of `0001`. This is useful when you migrate from another tool and want to continue an existing numbering sequence.

| Format        | Result                    |
| ------------- | ------------------------- |
| `{0000}`      | `0001`, `0002`, `0003`... |
| `{0000+30}`   | `0031`, `0032`, `0033`... |
| `{0000+1000}` | `1001`, `1002`, `1003`... |

### Examples

Qwoty shows three ready-to-use format examples at the bottom of the section:

| Format                   | Result           |
| ------------------------ | ---------------- |
| `QUO-{YYYY}-{0000}`      | `QUO-2026-0001`  |
| `Q{YY}{MM}-{000+30}`     | `Q2603-031`      |
| `{YYYY}{MM}{DD}-{00000}` | `20260315-00001` |

Pick the one closest to your preference and adapt the prefix, separators, or counter length.

### Reset quote numbers periodically

The **Reset quote numbers periodically** toggle at the bottom of the section lets you restart the counter on a regular basis (for example, every year). When off (the default), counters increment forever.

<Warning>
  Switching reset on mid-year can cause duplicate numbers if your format doesn't
  include a period variable. Always include `{YYYY}`, `{YY}`, `{MM}`, or `{DD}`
  in your format before enabling periodic reset.
</Warning>

## Configure association resolution

The **Association Resolution Mode** determines which catalogs, pricebooks, contract models, payment terms, and payment methods are available when a sales rep creates a quote — in situations where the customer, their segment, and the chosen template each have their own associations.

### Priority order

Qwoty evaluates associations in this fixed order:

```
Customer → Customer Segment → Template
```

The mode you pick decides whether to combine items across levels or limit them to the highest-priority level that has any configured.

### Inclusive mode (default)

Items from all levels are combined. If the customer, their segment, and the template each have pricebooks attached, the sales rep sees all of them in the dropdown.

<Info>
  Example: If the customer has associated pricebooks, those from the segment and
  template remain available as well.
</Info>

**When to use Inclusive:** you want sales reps to have maximum flexibility and trust them to pick the right pricebook, catalog, or payment method for each deal.

### Exclusive mode

Only the items from the first configured level are available. If the customer has any pricebooks attached, the segment and template pricebooks are ignored. If the customer has none, Qwoty falls back to the segment's pricebooks, then the template's.

<Info>
  Example: If the customer has associated catalogs or payment methods, those
  from the segment and template are ignored.
</Info>

**When to use Exclusive:** you want tight control over what sales reps can pick — for example, a key account with negotiated pricing should never see the standard pricebook.

### Choose a mode

Pick the one that matches your governance model:

| Mode          | Best for                                                       |
| ------------- | -------------------------------------------------------------- |
| **Inclusive** | Teams that want flexibility and combined options across levels |
| **Exclusive** | Teams that enforce strict per-customer or per-segment pricing  |

Set your choice in the **Resolution Mode** dropdown at the bottom of the section. The change applies to new quotes immediately. Existing quotes keep the associations they were created with.

## Common questions

<AccordionGroup>
  <Accordion title="Can I change the numbering format after quotes have been created?">
    Yes. Existing quotes keep their original numbers. The new format applies
    only to quotes created after the change.
  </Accordion>

  <Accordion title="What happens to the counter when I change the format?">
    The counter continues where it left off, regardless of format changes. If
    you were at `0042` in the old format, the next quote will be `0043` in the
    new format. Use `{0000 + N}` to reset to a specific value.
  </Accordion>

  <Accordion title="Does the resolution mode affect existing quotes?">
    No. The resolution mode only applies at the moment a new quote is created.
    Quotes keep the catalogs, pricebooks, and terms that were resolved when they
    were drafted.
  </Accordion>

  <Accordion title="Can I set different resolution modes per business unit?">
    No. The Association Resolution Mode is workspace-wide. All business units
    use the same setting.
  </Accordion>

  <Accordion title="What if none of the three levels has an association?">
    If neither customer, segment, nor template has any association for a given
    asset type (catalog, pricebook, etc.), the sales rep sees an empty list for
    that asset at quote creation. Configure at least one default at the template
    level to avoid this.
  </Accordion>
</AccordionGroup>

## Related

<CardGroup cols={2}>
  <Card title="Workspace general settings" icon="building" href="/user-guide/settings/workspace/general">
    Configure workspace-level preferences beyond quote behavior.
  </Card>

  <Card title="Create a quote template" icon="clone" href="/user-guide/templates/how-tos/create-quote-template">
    Set default catalogs, pricebooks, and terms at the template level.
  </Card>

  <Card title="Customer segments" icon="layer-group" href="/user-guide/customers/reference/segments">
    Group customers to apply shared associations through segments.
  </Card>

  <Card title="Quote lifecycle" icon="file-invoice-dollar" href="/user-guide/quotes/reference/lifecycle">
    See how quote numbers appear across statuses and exports.
  </Card>
</CardGroup>