Quote statuses: from Draft to Expired

A quote has five statuses: Draft, Sent, Accepted, Rejected, Expired.

The transitions

• Draft → Sent — the only way out of a draft.
• Sent → Accepted / Rejected — the customer's decision, set internally or via the customer portal.
• Sent → Expired — automatically once the valid-until date passes (nightly run).
• Expired → Accepted / Rejected — even an expired quote can still be decided.

Only drafts can be edited and deleted ("Only quotes with the status 'Draft' can be edited."). By default, Admin and Planner may send; the same applies to accepting/rejecting.

The moment you send

The "Mark as sent" button sits in the quote header (sidebar → Offers → open the quote). The prompt "Mark offer as sent?" says in advance what happens: the quote is locked and can no longer be edited, and the PDF is downloaded. Gantway sends no email in the process — you send the PDF or the portal link yourself. Behind the scenes, four things happen:

1. The costing is frozen — the pricing is locked in.
2. The line-item list is fixed as the document version — from now on the PDF and customer portal show exactly this version, no matter what else changes internally.
3. The delivery date is locked in: from now on the quote, PDF and portal show the delivery date that was on the order at the time of sending, even if it is changed there later. If none was entered, the document stays without one.
4. A portal link is generated if none exists yet — but only if your plan includes the customer portal (Pro and above). Without the customer portal no link is created; Gantway then reports "Offer sent. Send the downloaded PDF to your customer."

At least one line item must exist, otherwise Gantway refuses to send.