Commercial controls and payment terms
Content owner: Quote Control product. Last reviewed: 23 August 2026.
Use Administration → Controls and Administration → Payment terms to publish commercial settings. Both tabs create a new control version. A control version is the saved set of commercial rules used by a quotation revision.
Commercial control fields
Section titled “Commercial control fields”| Field | Effect |
|---|---|
| Proforma threshold (£) | A caveat with the proforma-threshold trigger becomes required when the quotation total excluding VAT is strictly above this value. |
| Approval threshold (£) | A submitted quotation total excluding VAT strictly above this value enters the Approval queue. A total at or below it is approved automatically. |
| VAT (%) | Calculates VAT and the total including VAT for quotation totals and customer PDFs. |
| Default parts mark-up (%) | Supplies the starting mark-up for a new custom part line when no selected material rate provides its own mark-up. |
The default parts mark-up is a starting value. Estimators can review the line and enter an authorised selling price; Quote Control then recalculates its mark-up and margin.
Publish commercial controls
Section titled “Publish commercial controls”- Open Administration → Controls.
- Check the current control version.
- Enter the authorised proforma threshold, approval threshold, VAT percentage and default parts mark-up.
- Confirm whether each threshold is intended to be crossed only when the total is strictly above it.
- Choose Publish new version.
- Confirm that Quote Control reports the new control version.
If another administrator publishes first, reload the current controls, compare their changes and then make a new decision. Do not overwrite a newer version without reviewing it.
Read Submission and approval for the checker workflow.
Publish payment terms
Section titled “Publish payment terms”Payment terms are customer-facing wording. Confirm the approved wording with the company owner; this guide is not legal advice and does not provide contract terms.
- Open Administration → Payment terms.
- Enter the approved wording in Customer payment terms.
- Use bold, italic, bullet-list or numbered-list formatting where it improves readability.
- Review the complete wording as customer content.
- Choose Publish payment terms.
Leave the editor empty and publish when new quotation PDFs should omit the payment-terms section.
Effect on existing work
Section titled “Effect on existing work”Publishing Controls or Payment terms creates a new effective control version. New drafts and revisions use the active controls. A submitted revision keeps the control version it was reviewed against.
Newly issued quotation PDFs use the payment terms stored with their revision. Historical revisions and previously issued PDFs remain unchanged. Downloading an older issued PDF returns that retained document rather than rebuilding it from current settings.