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

# Sales and Quotes Settings

> Use Sales and Quotes settings to control quote expiration timing and understand how quote terms, public approval, invoices, and customer-facing quote messages work together.

<Note>
  Sales and Quotes settings affect customer-facing quote timing. Review quote
  terms, quote expiration, templates, and public quote approval before sales teams
  send live quotes.
</Note>

## Open Sales And Quotes Settings

1. Open **Settings**.
2. Choose **Entity Settings**.
3. Open the **Documents and Email** group.
4. Choose **Sales and Quotes**.

<Frame caption={"Quote terms are maintained with document settings and should be reviewed with quote expiration before sending customer-facing quotes."}>
  <img src="https://mintcdn.com/arcuserp/ATYxy7SB_HGOBGqh/images/support/screenshots/settings/documents-settings.png?fit=max&auto=format&n=ATYxy7SB_HGOBGqh&q=85&s=9cde9d98b0da62446d586e7c5c2465e4" alt="Document settings page with quote terms, order confirmation terms, invoice terms, and packing slip footer fields" width="1640" height="950" data-path="images/support/screenshots/settings/documents-settings.png" />
</Frame>

## Quote Expiration Days

Quote expiration controls how long a sent quote stays valid. The value is a whole
number of days from 1 to 365.

When a quote is sent, Arcus uses the configured expiration timing to explain the
customer deadline and to identify quotes that have lapsed.

Recommended approach:

1. Choose the standard quote window your sales team uses.
2. Keep the value consistent with quote terms and customer-facing copy.
3. Test a quote after changing the setting.
4. Confirm sales users understand when a quote should be revised instead of extended.

## Quote Terms

Quote terms live in the Documents settings page. They appear on quote PDFs and
should match the expiration policy.

Good quote terms clarify:

* How long pricing is valid.
* Whether freight or tax is estimated.
* Whether stock availability can change before acceptance.
* Whether special-order, kit, or freight items have extra rules.
* Who to contact with questions.

Avoid putting long legal copy into the quote footer unless you have tested how it
renders on multi-page quote PDFs.

## Public Quote Approval

Customers can approve eligible quotes from the customer portal or a public quote
link. Public approval can move the quote into the next sales workflow your team
uses.

<Frame caption={"Public quote approval lets customers review line items, totals, terms, and acceptance actions outside the staff app."}>
  <img src="https://mintcdn.com/arcuserp/MrJkb10V6EpIZu0o/images/support/screenshots/customer-portal/public-quote-approval.png?fit=max&auto=format&n=MrJkb10V6EpIZu0o&q=85&s=dfe4d99e887b8c3a19e50755e4191615" alt="Public quote approval page with quote details, line items, totals, terms, accept action, and customer-facing approval controls" width="1320" height="1100" data-path="images/support/screenshots/customer-portal/public-quote-approval.png" />
</Frame>

Before using public approval:

1. Confirm quote expiration days.
2. Confirm quote terms.
3. Confirm email templates for quote sending.
4. Confirm customer portal or public link settings.
5. Send a safe test quote and approve it as a customer.
6. Review whether the result becomes a sales order, invoice, or internal review item.

## Quote To Sales Order Or Invoice

Quote conversion depends on the sales path your team follows. A quote may become
a sales order for normal fulfillment, or it may move directly toward invoice
handling when the workflow allows it.

Before conversion, review:

* Customer account.
* Billing and shipping address.
* Line items, kits, freight items, and serial requirements.
* Discounts and price levels.
* Tax and freight estimates.
* Payment terms.
* Approval or hold banners.

If conversion is blocked, open the quote or resulting sales order and resolve the
visible issue before sending it to the customer again.

## What To Test After Changes

* Send a test quote email.
* Open the quote PDF and confirm terms.
* Open the public quote link and confirm expiration wording.
* Approve the quote as a customer and confirm the resulting staff workflow.
* Review the Email Log for sent or skipped quote messages.

## Common Blocks

* **Expiration value will not save**: use a whole number from 1 to 365.
* **Quote terms do not match the expiration window**: update Documents settings.
* **Customer cannot approve a quote**: confirm the quote is sent, not expired, and eligible for public approval.
* **Quote email did not send**: check Email Configuration, Email Templates, customer email address, and Email Log.
* **Converted order is blocked**: resolve holds, approval requirements, missing addresses, stock issues, or payment terms before proceeding.

## Related Articles

<CardGroup cols={2}>
  <Card title="Documents and Email Settings" href="/support/settings/documents-email">
    Review quote terms, order confirmation terms, invoice terms, numbering, email configuration, templates, and quote behavior.
  </Card>

  <Card title="Email Templates" href="/support/settings/email-templates">
    Preview, edit, test, reset, enable, and disable quote and customer-facing templates.
  </Card>

  <Card title="Creating Orders" href="/support/orders/creating-orders">
    Create sales orders and quotes, add customers, set addresses, and add products.
  </Card>

  <Card title="Portal Quotes and Approval" href="/support/customer-portal/quotes-approval">
    Help customers review, approve, or respond to quotes from the portal.
  </Card>
</CardGroup>