Smartifie Quote user guide: quotations, proforma invoices, approval limits and customer approval links

Smartifie Quote screen by screen: quotes, revisions, proforma invoices, exchange rates, approval limits, customer approval links, PDF and Excel.

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Smartifie Quote is a quotation and proforma invoice software that lets sales teams write priced quotes, keep every revision of them, and print the same quote as a proforma invoice. It is meant for companies that sell to other businesses, at home or for export, and want each quote numbered, priced in the right currency, checked against a discount or amount limit and followed up until the customer answers. Quotes print as PDF in Turkish, English or Spanish, the item lines export to Excel, and on the Cloud plan the customer can accept or decline online through a link. It is sold as a one-time Desktop licence for one Windows computer, or as a Cloud subscription used in the browser at quote.smartifie.com and in the Windows app.

At a glance
CategoryQuotation and proforma invoice software (sales quotes, not invoicing)
PlatformsWeb app in the browser, also usable at phone width; Windows desktop app (Windows 10 or later)
LanguagesTurkish, English, Spanish (interface and printed documents, chosen separately)
Where data is keptDesktop licence: only on that computer. Cloud plan: on Smartifie's servers, kept separate per company; the Windows app on a Cloud plan reads and writes there.
EditionsDesktop - 1 Device (one-time purchase, lifetime use, 1 year of updates); Cloud Starter (monthly or yearly subscription, 1 user included, extra users in packs of 5)
Free trial15 days on the Cloud edition, no credit card required
Web apphttps://quote.smartifie.com
In-app nameSmartifie Quote (shown as Smartifie Teklif in Turkish and Smartifie Presupuesto in Spanish)

What you can do with Smartifie Quote

  • Picking a product from the catalogue fills the line's name, price, unit and HS code; a line can also be free text.
  • Each line can carry its own currency, discount % and VAT %; the Document discount % in the header is handed to every line that has no rate of its own.
  • The currency picker covers 155 currency codes; new quotes start in the default currency set in Settings (USD until you change it).
  • Get today's rate (CBRT) fetches the Central Bank of the Republic of Türkiye forex selling rate for every foreign currency on the quote; a rate can also be typed in by hand.
  • Exchange rates are frozen on the quote and printed under the totals with their source and date, so the screen and the PDF the customer holds always show the same total.
  • Each quote has its own document language (Turkish, English or Spanish), independent of the language of the person using the screen.
  • The PDF button prints the quote; the Proforma button prints the same revision as a proforma invoice and allocates a proforma number the first time.
  • New revision keeps the quote number, dates the new revision today with the same validity period, and keeps the earlier revision unchanged as Superseded.
  • A Sent or Viewed quote whose validity date has passed is shown as Expired automatically, in the list, the editor and the dashboard.
  • Two approval limits can be set in Settings: a total discount % (line and document discounts counted together) and a quote amount; above either, Send puts the quote into Awaiting approval instead of sending it.
  • Customer link creates an online page where the customer reads the quote and accepts or declines it without an account; declining requires a note (Cloud plan).
  • When a quote is sent, the customer can get an e-mail with the link, and the owner, admins and the sender can be e-mailed when the customer opens or answers it (Cloud plan).
  • Quote and proforma numbers follow schemes you design: prefix, 2- or 4-digit year, length, increment, separator and extra groups such as branch code, month or fixed text (defaults look like QUO-2026-000001 and PI-2026-000001).
  • Templates offer 17 page styles, 3 font families, an accent colour, header and footer text, column order, and can be reserved for one branch or one document language.
  • Document parts can be switched on or off: VAT breakdown, document discount line, signature/stamp area, bank accounts, Incoterms, QR code, page number and amount in words.
  • Line columns can be switched on or off: product code, product image, size, line discount, dimensions, weight, HS code and country of origin.
  • With the product image column on, each line prints the photo stored on its product card; photos are uploaded from a file or the phone camera, and one photo can be attached to many products at once.
  • Bulk actions on the Customers, Products, Branches and Staff lists change selected fields or delete up to 500 selected records at once.
  • The Dashboard shows win rate, average and won value per currency, revisions per quote, quotes by status and by month, results by branch and by preparer, and the line order rate for 30, 90 or 365 days or any date range.
  • Download all data (Excel) on the Account page exports everything the product holds for the company as one workbook with a sheet per table.

Screens and how to use them

Dashboard

The opening screen. It adds up a period's quotes: how many were won, what they were worth and where the work comes from, all derived from the quote status.

Steps

  1. Pick a period with the 30 days, 90 days or 1 year buttons, or set From and To dates.
  2. Use Show to switch the charts between Number of quotes and Amount.
  3. Read Win rate, Average value, Revisions per quote and the Quotes by status and Quotes by month charts.
  4. Open By branch or By preparer and choose Show as a table to see each one's win rate.

Good to know

  • Win rate counts accepted quotes as a share of the ones that were decided; quotes still open are not counted as losses.
  • Amounts are shown one block per currency and are never added across currencies.

Quotes

The list of every quote, newest first. Use it to find a quote and to see which ones wait for approval or for the customer's answer.

Steps

  1. Type a quote number in the search box, or a customer code or name in the customer filter.
  2. Narrow the list with Status, From date and To date.
  3. Turn Latest revision only off to see every revision of a number.
  4. Switch between Table and Cards; on a card, tap it to see the branch, validity date and preparer on the back.
  5. Press Export to Excel to download the list as it is filtered, or open a quote to edit it.

Good to know

  • Only Accepted is shown in green; Sent and Viewed are blue because nothing has been decided yet.
  • Awaiting approval means the quote crossed a discount or amount limit and cannot go out until someone approves it.

New quote

The quote editor: lines on the left, a live A4 preview beside them. The quote number is assigned on the first save.

Steps

  1. Press New quote.
  2. Choose the Customer, Currency, Document language, Branch and Template, and check the Date and Valid until date.
  3. Add lines: pick a product from the catalogue or type a free-text line, then fill Qty, Unit, Unit price, Currency, Disc % and VAT %.
  4. To bring many lines at once, use Paste from Excel or From file (.xlsx/.csv); Sample file shows the expected columns.
  5. Set Document discount % and Prices include VAT if needed.
  6. Fill Prepared by with a name from the Staff list, or type a name, phone and e-mail.
  7. Press Save; the totals, VAT base and Grand total are shown under the lines and on the preview.

Good to know

  • Saving needs a customer and at least one line; if payment terms or Prepared by are missing, the editor asks before saving anyway.
  • Only a draft can be edited; to change a quote that has already produced a document, create a new revision.
  • A new customer, branch or person can be created from the picker with only a code and a name.

Exchange rates

Lines may be priced in other currencies. They are converted into the quote currency at a rate frozen on the quote and printed with its source and date.

Steps

  1. Choose the quote Currency in the header.
  2. Set a different currency on any line that is priced in another currency.
  3. In Exchange rates, press Get today's rate (CBRT), or type the rate yourself.
  4. Save the quote; the rate, its source (CBRT forex selling rate or entered manually) and its date print under the totals.

Good to know

  • Saving is refused while a foreign-currency line has no rate.
  • Rates can be refreshed or changed while the quote is a draft; after that they are part of the document.
  • If the central bank publishes no rate for a currency, or the bulletin cannot be fetched, the editor asks you to type it.

Commercial terms

The payment, delivery, shipping, storage, warranty and validity terms printed above the item table. Settings decides which appear. The text is edited per quote.

Steps

  1. In the quote editor, open the commercial terms area.
  2. Press Add payment row and fill Stage (Down payment, Interim payment, Final settlement), Method, Share % and Due in days.
  3. Choose the Type of sale (for example Domestic sale, Export, Service, Rental) and, for export, an Incoterms rule.
  4. Fill Place of delivery and Delivery note, and replace To be advised where the date is known.
  5. Edit the shipping, storage and warranty lines, and the bank accounts if they are shown.

Good to know

  • A payment plan must add up to 100%; with no payment rows the document shows no payment plan.
  • Payment methods are Cash, Bank transfer, Card, Cheque, Promissory note, Letter of credit and Other.

PDF, Proforma and Excel

The three outputs of a saved quote: the PDF quotation, the same revision as a proforma invoice, and an Excel copy of the lines. Use them once the quote is saved.

Steps

  1. Save the quote; documents are produced from the saved quote, not from unsaved changes.
  2. Press PDF to download the quotation.
  3. Press Proforma to download a proforma invoice; a proforma number is allocated the first time and reused afterwards.
  4. Press Excel to download the lines with their amounts.
  5. Open History on the quote to download an earlier PDF again.

Good to know

  • The document is printed in the quote's document language and in the style of the template it was written under.
  • Once a PDF, proforma or Excel file of a revision exists, that revision can no longer be reopened as a draft; changes go into a new revision.

Change status and revisions

The status strip under the title moves a quote from draft to the customer's answer. A new revision under the same number carries any later change.

Steps

  1. Press Send once the quote has reached the customer by e-mail, PDF or link; above an approval limit it goes for approval instead.
  2. Use Change status for Mark as viewed, Customer accepted, Customer declined or Mark as expired.
  3. Use Reopen as draft to correct a quote while no document of that revision has been produced.
  4. Press New revision to change a quote that has already gone out; the earlier revision is kept as Superseded.
  5. To change a recorded answer, use Withdraw answer or switch the answer, and write the reason.

Good to know

  • A Sent or Viewed quote becomes Expired automatically the day after its validity date; nothing else happens and no e-mail is sent.
  • A quote cannot be sent after its validity date; change the date or create a new revision first.
  • An acceptance that a proforma was issued against cannot be withdrawn; mark it declined or create a new revision.
  • When a new revision is created, the customer links of the earlier revision stop working.

Approvals

An internal sign-off for quotes above a discount or amount limit. Below the limits a salesperson sends alone; above them someone else has to approve first.

Steps

  1. In Settings, under Approvals, set Discount that needs approval (%) and/or Amount that needs approval.
  2. The salesperson presses Send; a quote above a limit becomes Awaiting approval.
  3. The approver finds it in Quotes by filtering Status to Awaiting approval and opens it.
  4. The approver presses Approve and send, or Send back with a reason.
  5. The requester can press Withdraw request to take the quote back to draft.

Good to know

  • Both limits are off (0) until you set them.
  • The discount limit counts line discounts and the document discount together, measured against the subtotal before discounts.
  • Approval can be switched on only when at least 2 people are on the company's Quote licence and Quote roles are defined on the smartifie.com Team page, where the approve-quotes permission is granted.
  • The person who asked for approval can never approve their own quote.

Customers

The customer cards quotes are addressed to. The list is shared with the other Smartifie products the company uses.

Steps

  1. Open Customers under Master data.
  2. Press New customer and fill Code and Name; add tax number, address, city, district, country, phone and e-mail as needed.
  3. To load many customers, press Import, download the sample file, fill it and import it.
  4. Press Export to Excel to download the list.

Good to know

  • Import reads Excel (.xlsx, .xls) or CSV; the first row holds the headings and column order does not matter.
  • Every imported row needs a code or a name; a row whose code exists updates that customer instead of creating a duplicate.
  • Customers that have quotes are not deleted.

Products

The catalogue quote lines are picked from, with list price, currency, unit, HS code, weights, volume and a photo. Items typed into a quote are added here on save.

Steps

  1. Open Products under Master data.
  2. Press New product and fill Code, Name, Unit, List price, currency, Model and HS code, plus weights and volume if needed.
  3. Press Import to load a price list from Excel or CSV.
  4. Press Photos, choose a product, then Choose from gallery or Take a photo, and Upload.
  5. Tick several products and use One photo for every selected product to attach the same picture to all of them.

Good to know

  • A photo may be up to 20 MB and is resized before it is stored.
  • Rows with a price that is not a number, or a currency that is not an ISO code, are skipped on import and reported.
  • Photos are not part of the import file; they are added on the photo screen.

Branches

The depots, shops or offices quotes are issued from. A branch can have its own template and its own number counter.

Steps

  1. Open Branches under Master data.
  2. Press New branch and enter a short Code and a Name.
  3. Choose the branch on a quote with the Branch field.
  4. To close a branch, set its status to inactive; it disappears from the lists while its quotes keep its name.

Good to know

  • The branch code appears on the documents the branch issues and cannot be changed later.
  • Adding a Branch code group to a numbering scheme gives every branch its own counter.

Staff

The people quotes are issued by. A staff card fills the Prepared by name, phone and e-mail printed on the quote.

Steps

  1. Open Staff under Master data.
  2. Press New person and fill Name, Job title, Phone, E-mail and, if the person works for one branch, Branch.
  3. Set Status to Left when someone leaves.
  4. Pick the person in the Prepared by field of a quote.

Good to know

  • A staff card is not a login; access to the application is managed on smartifie.com.
  • The Dashboard groups results by preparer.

Templates

A template decides how the printed quote and proforma look. The default template is the one every new quote starts on.

Steps

  1. Open Templates.
  2. Press New template and enter a code and a Name.
  3. Choose a Style (17 styles, from Classic to Cover page), a Font and an Accent colour.
  4. Write the Header text and Footer text, and set the Column order with Move left and Move right.
  5. Optionally reserve the template for one Branch or one Language.
  6. Check Preview as Quotation or Proforma, save, and press Make default if new quotes should use it.

Good to know

  • Which columns appear is set in Settings; the template only decides their order.
  • Existing quotes keep the template they were written under.

Settings

The defaults every new quote starts from and the rules it is measured against. They are grouped as company profile, logo, columns, document parts, calculation, workflow, approvals, numbering, application and e-mail.

Steps

  1. Open Settings and use the search box to find a setting by name.
  2. Fill Company profile and upload a Company logo (PNG, JPEG or WebP, under 6 MB).
  3. Set Default currency, Default VAT %, Allowed VAT rates, Price entry mode and Default validity (days).
  4. Switch item columns and document parts on or off.
  5. Choose Quote steps: Full, Without 'Viewed' or Proforma only.
  6. Under Numbering, pick a Document type and design its prefix, year stamp, number length, increment, separator and extra groups, then save.
  7. Press Back to default on a changed setting, or Back to defaults for all of them.

Good to know

  • The product defaults are USD, VAT 20%, allowed rates 0, 1, 10, 20, and a validity of 7 days.
  • Quote and proforma numbers are separate series; the Order number shape can be set but no order numbers are issued yet.
  • Default interface language and Default appearance (day, night or system) are set under Application.

Account

Your account, plan, licence and data. It shows where the data is kept, signs the desktop app in, and exports or deletes data.

Steps

  1. On the desktop app, press Sign in with smartifie.com, finish in the browser, and return; the computer receives its licence automatically.
  2. After changing your plan on smartifie.com, press Update from my account.
  3. Under Plan and licence, check the edition, validity date, devices allowed and device ID; use Manage subscription to change the plan.
  4. Press Download all data (Excel) to export the company's quotes, lines, history, customers, products, branches, staff, templates and settings.
  5. Use Delete data or Delete account if you want to remove data or close the account.

Good to know

  • Export and data deletion are allowed only for the account owner or an administrator; photos and logos are not in the export.
  • On the desktop, Delete data on this computer asks you to type DELETE and can keep your set-up (settings, templates, numbering).
  • Cloud data is deleted from smartifie.com with a waiting period; a deleted account is frozen first and removed 30 days later.
  • Remove from this device frees the device slot so the licence can be used on another computer; the data stays on the computer.
  • When a subscription or trial ends, the product becomes read-only: quotes stay readable, printable and exportable, but cannot be changed.

Frequently asked questions

Can Smartifie Quote convert foreign currency lines using the central bank rate?

Yes. Get today's rate (CBRT) fetches the Turkish central bank forex selling rate for each foreign currency on the quote, or you type the rate yourself. The rate is frozen on the quote and printed with its source and date.

Can I require a manager's approval for large discounts?

Yes, on a team of two or more. Set Discount that needs approval (%) or Amount that needs approval in Settings; a quote above either goes to Awaiting approval and someone with the approve-quotes permission must approve it.

Is the approver notified by e-mail when a quote waits for approval?

No. The quote waits in the Quotes list with the status Awaiting approval, and the approver finds it there.

Can my customer accept a quote online?

Yes, on the Cloud plan. Customer link creates a page where the customer reads the quote and presses Accept or Decline without creating an account; the answer is recorded on the quote.

Does Smartifie Quote e-mail the quote to the customer?

Yes, on the Cloud plan, if the setting is on and the customer card has an e-mail address. The e-mail is sent when the quote becomes Sent and contains a link to the quote, not a PDF attachment.

Will I get a reminder when a quote is about to expire?

No. There is no automatic reminder. A Sent or Viewed quote is simply shown as Expired after its validity date; filter the Quotes list by status to follow up.

Can I print a proforma invoice from a quote?

Yes. The Proforma button prints the same revision as a proforma invoice and gives it a proforma number from its own numbering series the first time.

Does Smartifie Quote issue e-invoices?

No. It is not an invoicing program; a quote and a proforma are not fiscal documents. Use your e-invoicing solution for official invoices.

Does the desktop app work offline?

With a Desktop licence, yes: the data stays on that computer. On a Cloud plan the desktop app reads and writes on Smartifie's servers, so it needs an internet connection.

Can two computers share the same quotes?

Yes, on a Cloud plan: the browser and every signed-in Windows app work on the same company data. A Desktop licence keeps data on one computer only.

What happens when my subscription ends?

The product becomes read-only. Your quotes remain readable, printable and exportable, but you cannot create or change quotes until you renew.

Can I restrict which screens a user sees?

Yes, on the Cloud plan. The account owner closes screens per user on the smartifie.com Team page; the Dashboard, Account and Help cannot be closed.

How do I contact support from the app?

Open Help (the ? in the top bar), then Contact support. Describe what happened, attach up to 5 screenshots, and the answer comes by e-mail; the form works even when the licence has lapsed.

What Smartifie Quote does not do

  • No automatic reminder or e-mail when a quote approaches or passes its validity date; the status simply reads Expired.
  • No e-mail or other notice to the approver when a quote is waiting for approval.
  • Not an invoicing program: it does not issue invoices, e-invoices or delivery notes, and quotes and proformas are not fiscal documents.
  • Approval limits cannot be used by a single person: they need at least 2 people on the company's Quote licence and Quote roles defined on smartifie.com.
  • A computer on a Desktop licence offers no customer link, QR code or e-mails, and its data is visible on that computer only.
  • There is no screen in the product to mark individual lines as ordered or cancelled, so the line order rate treats unmarked lines as undecided.
  • Order numbers can be shaped in Numbering but the product does not create sales orders.
  • There is no built-in transfer of quotes kept on a Desktop licence computer to Smartifie's servers; use the Excel export to keep a copy.
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