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Mastering the Quotation Workflow in Billing App

Billing As A Service for Microsoft Teams provides a clear and organized workflow that ensures every quote is professional, approved quickly, and tracked precisely from creation to customer delivery — all without leaving your Teams environment.


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Quotation Workflow

Within Billing As A Service, every quotation follows a simple workflow designed for control and efficiency, this workflow cannot be changed:


  1. Draft: This is the creation stage. Team members build the quote, adding items, pricing, and terms. It remains an internal document, visible only to authorized users.

  2. Pending Approval: The quote is formally submitted for review and it waits for an approval from a Manager or an Approver, ensuring pricing and terms are correct before the customer sees it.

  3. Approved by Manager: The quote has been approved and is ready to be sent to the customer.

  4. Sent to Customer: Signifying the quote has been delivered and is awaiting the client's decision.

  5. Mark as Accepted: When the customer formally agrees to the proposal, you mark the quotation as Accepted. The quotation status will prominently display the Accepted label, providing immediate visual confirmation that the deal is won.

    Once a quote is accepted, your team can proceed to the next steps, such as generating the sales order or creating an invoice in the Quotation or the Quotation List.

  6. Mark as Rejected: When the customer declines to the proposal, you can mark the quotation as Rejected.


Revising a Draft & Quotation

A common point of confusion is how to revise a quote after it's been created. The method depends entirely on the current status of the document:


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  1. Revising a Draft 

If the quotation is in the Draft or Waiting for Approval status, you can create a request to revise the quotation draft, after that you can edit line items, adjust pricing, or update terms freely and update the workflow again after your done. Simply open the quotation, make your edits, and update the workflow status. 


  1. When a Revision is Required after Approval

Once a draft has been Approved by Manager or moved to Sent to Customer, you cannot change the quotation. Instead, you must create a Revision to the document. This revision can be done on all Quotation that has been approved or if it is cancelled.


If you need to revise a Cancelled or a Rejected Quote you can do so by following this tutorial:


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You do not need to create a new quote from scratch.

  1. Open the Rejected (or Cancelled) quotation.

  2. Select the option to Revise the quotation.

  3. The system will generate an R1 (Revision 1) based on that rejected/cancelled quote.


What Does the New Quotation Reference: 'R1' Mean?

When you revise an approved or sent quote, the system automatically assigns a new reference identifier and version.

Quotation Reference

For example, if the original reference was Q-2025-11-003, the first revision will become Q-2025-11-003-R1.

  • The R1 tag indicates that this document is the first revision of the original quote, if you revise it again, the system automatically creates R2, and so on.

  • This clear numbering system eliminates confusion, ensuring everyone on your team—and your customer—is working with the latest pricing and terms.


How to Change the Status of a Quotation

Billing As A Service gives your team flexible control over the quotation workflow, allowing you to manage the status either directly from the main list or within the quote form itself. There are two different options you can choose, which are from the Quotation Form as well as the List View


When viewing the actual Quotation document, the dropdown offers integrated, time-saving actions for Owners:


Change the status in Quotation
Change the status in Quotation
How to delete a Quotation
How to delete a Quotation

  • Approve: Moves the quote to the 'Approved' status.

  • Approve & Download PDF: Approves the quote and generates the finalized PDF for manual sending or archiving.

  • Approve & Send by Email: This is the fastest option. It approves the quote and sends it instantly to the linked customer contact in the Organization/Contact via your synced Outlook email.

  • Cancel Draft: Updates the status to be "Cancelled" and is set back to "Draft" status where in order to draft a new quotation, you will need to "Revise Draft".

  • Delete Draft: Deleting a Quotation permanently deletes the Quotation, you can only delete a Quotation if it is still in Draft.

Change Status from the List
Change Status from the List

You can change your status quickly without opening every document. When viewing your list of quotations, click the three-dot menu (...) on the right side of the row to access key actions for a more convenient way to set your quotation status.


TeamsWork is a Microsoft Partner Network member, and their expertise lies in developing Productivity Apps that harness the power of the Microsoft Teams platform and its dynamic ecosystem. Their SaaS products, including CRM As A Service, Ticketing As A Service and Checklist As A Service, are highly acclaimed by users. Users love the user-friendly interface, seamless integration with Microsoft Teams, and affordable pricing plans. They take pride in developing innovative software solutions that enhance company productivity while being affordable for any budget.








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