PDFs, documents and revisions

Controlled quotation PDFs

After approval, the quotation owner or an administrator issues the revision and downloads its controlled PDF. The document contains the QC quotation number and any configured external quotation reference, customer and site details, customer-facing scope, line items, caveats, totals, payment terms and validity wording.

Newly issued documents use a structured A4 layout with clear quotation details, prepared-for information, itemised selling prices, a commercial summary and a repeating quotation, revision and page footer. Long scope, item, payment and caveat content continues across pages without changing the customer wording.

Internal recommendations, asset-preparation checks, formatted line-item detail and internal notes do not appear on the customer PDF.

The issued PDF is retained with its revision. Downloading it later returns the historical document rather than rebuilding it from current company settings. The refreshed layout applies only when a new document is issued; it does not replace or restyle an earlier issued PDF.

Company administrators maintain future PDF identity under Company settings and customer payment wording under Commercial controls and payment terms.

Supporting documents

Supporting files are private and belong to the quotation. Use them for evidence such as supplier information or approved drawings. Access follows quotation ownership and role rules. Files are validated on upload and never exposed through a public object URL.

An initial unissued draft cannot be deleted while supporting files remain attached. Remove those files first if the draft itself must be deleted.

Create a new revision

Approved and issued customer-facing content is read-only. To change it:

1. Open the issued quotation.
2. Choose Create revision.
3. Record a short internal reason.
4. Edit the new draft and run the preparation and approval workflow again.

The earlier revision, approval events and PDF remain intact. The new revision clears the earlier approval decision because the controlled content has changed. It also resets a won, lost or closed outcome to open and restores the quotation if it was archived.

Use Duplicate quotation instead when the source is only a starting point for separate work. The duplicate receives a new quotation number and starts at Revision 1. Its copied customer, site, address, scope and pricing remain editable.

Compare revisions and duplicates.

Read History

Open History from any quotation step. It groups material creation, submission, approval, return, issue, document and order events into revision chapters. The current chapter stays expanded; earlier chapters can be collapsed and retain their controlled PDFs.

History is a read-only lineage. It is not a diff, rollback tool or customer-facing document.