Quotations
On the left-sidebar, click on Sales > Quotations & Jobsheets. This is where all your quotations and jobsheets are listed.
End-to-End Walkthrough: Quotation to Shipment
The following walkthrough demonstrates the complete quotation lifecycle — from creating a quote and loading a pricing template, through approval, to converting it into a shipment with the quoted charges carried into Job Estimation.
Quotations.mp4
The walkthrough covers each stage in sequence: opening the Quotations list, creating a new quotation, loading the QN Demo Template to prefill charges for an Ocean Export FCL lane (Singapore → Jakarta), completing the mandatory fields and reviewing the Profit Summary on the Quote to Customer tab, saving to receive an auto-assigned quotation number, changing the status to Accepted, and converting the quotation into a shipment with the Include Job Estimation toggle enabled. The final scene confirms that every charge from the quotation — Ocean Freight, Terminal Handling, and Transportation — has carried over into the shipment's Job Estimation tab as the baseline estimate.
Note: A single quotation can be converted into multiple shipments if the customer ships on the same quoted rates. The system will prompt you if the quotation has already been converted. See the Convert Quotation sections below for the full step-by-step conversion options, including converting to a Booking or including Invoices.
Each step shown in the video is covered in detail in the sections below.
Creating a Quotation
Draft and send quotes. You can click on either the "Create New Quotation" button, or the plus next to Quotations & Jobsheets in the left-sidebar to create a new quotation.
Create & Save New Quotation
You can save the quotation after filling in all mandatory fields on the new quotation creation page. The mandatory fields are:
Direction – Pre-populated with "Export".
Shipment Type – Pre-populated with "Ocean".
Shipment Mode – Pre-populated with "FCL".
Incoterms – Pre-populated with "EXW".
Service Term – Pre-populated with "CY-CY".
Customer – Select from Dropdown Option.
Contact Person - Click on the blue Address Book icon, then click customize
Sales Person – Auto-selected based on selected "Customer" Partner (if already setup).
Sales Type – Auto-selected based on selected Customer" Partner (if already setup).
Origin – Select from Dropdown Option.
Destination – Select from Dropdown Option.
Quotation Status Flow
Draft
Initial stage while quotation is being prepared.
Editable by sales or operations before sending.
Quote Ready to Review
Used if your company requires an internal check/approval (e.g., by a manager).
Salesperson submits, manager reviews before it is sent to the customer.
Quote Sent
Quotation has been issued to the customer.
At this stage, quotation is locked from further editing .
Accepted
Customer has approved the quotation.
This is the trigger for conversion into a Shipment/Booking.
Declined
Customer rejected the quotation.
Kept for record-keeping and reporting (e.g., win/loss ratio).
Withdrawn
Quotation is cancelled internally (not sent or no longer valid).
Often used if a duplicate was created or scope has changed.
Quotation Templates
Quotation Templates in Fr8Labs let you store a standard set of charges and conditions for a particular shipping lane or service or even customer. When you create a new quotation, you can load one of these templates to prefill the item table and profit summary, eliminating manual entry and ensuring consistent pricing. Templates are especially useful when you frequently quote the same origin/destination pairs or service types (e.g. Ocean Import FCL Singapore → Hamburg).
How to create a Quotation Template
Save Quotation as Template
In the main navigation, go to Sales → Quotations & Jobsheets.
Click Add Quotation Template (this button appears on the top-right of the quotation list).
Fill out the Template Details section:
Template Name – enter a descriptive name such as "Ocean Import FCL SIN–HAM".
Branch – select the branch(es) that can use this template or leave blank for all branches.
Direction – choose Import, Export or Domestic.
Mode – choose Ocean, Air, Land, Warehouse, Project Cargo or Customs.
Service Type – depends on the mode; for Ocean choose FCL (Full Container Load), LCL (Less than Container Load) or Bulk; for Air choose Normal, Express, etc.
Valid From / Valid To – date range during which the rates are valid.
Currency – select the currency (e.g. SGD, USD, EUR).
Incoterm – select the applicable trade term (FOB, CIF, CFR, FCA, etc.).
Remarks – any notes about the template (optional).
In the Charges/Items table, add each charge that should be included by default. For each line specify:
Item Type – choose Sale, Cost or Both.
Charge Description – e.g. "Ocean Freight 20GP", "Documentation Fee", "THC Origin", "Customs Clearance".
Unit – e.g. Per Container, Per Shipment, Per KG, Per CBM.
Unit Quantity – default quantity (1 for per-container charges).
Selling Rate – the rate you will charge the customer.
Buying Rate – your expected cost (optional but needed for profit calculations).
Currency – if different from the header currency.
Remarks – notes for this line (optional).
When finished adding lines, click Save. Your quotation template is now available.
How to load a Quotation Template
Load & Select The Quotation Template
While creating or editing a quotation in Sales → Quotations & Jobsheets, open the quotation record and go to the Template section.
Click Load Template.
A search dialog appears. Start typing the name of your template (e.g. "Ocean Import FCL SIN–HAM") and select it.
The system will automatically add the lines from the template to the Items / Charges table. It will also calculate the profit summary using the buying rates defined in the template.
Review the loaded lines and adjust quantities or rates if necessary. You can also add, remove or edit individual charges without affecting the original template.
Continue filling out the rest of the quotation (customer, shipment details, etc.) and save or send it as usual.
Loading Partner Rates in Quotations
When creating a new Quotation, after selecting the origin and destination, you will be able to Add Partner Rates in the Tariff section of the Quote to Customer tab.
The system will pull in the charges you pre-saved for the selected partner, mode, lane, and validity period.
You can still adjust the unit price or add/remove charges manually as needed.
Insert Partner Rate from Quotation
Convert Quotation
Convert directly to a Master Job
For an approved quotation, Convert to Master Job is available from the quotation detail or list page. In the conversion dialog, review the job date (which defaults to today) and choose whether to include the job estimate. Confirm the conversion to create the Master Job.
The new job uses the quotation's shipment mode, customer, and other applicable details. After conversion, the system opens the Master Job and shows a success notification with a link. Review the new job and any included estimate before proceeding with operations.
The existing Booking and Shipment conversion paths are described below.
Converting a Quotation to Booking
The system allows conversion to Booking only when the status is Quote Sent or Accepted. The convert to Booking option is only available for export jobs. Import jobs are usually created either manually or from a quotation/job handover, without a "booking" step in the system. Imports are based on pre-alerts and overseas agent nominations rather than local carrier bookings.
Open the quotation that you want to convert to a booking, click on the three dot button near the top right to open the menu and select "Convert to…".
Quotation & Jobsheet Details: Three Dot Button > Convert To
Step 1: Convert to Booking
Step 1. Convert to (Booking Selected)
A window will pop up to ask if you want to convert it into a Booking or a Shipment. Click on Convert to Booking and Next.
Confirm Dialog: Quotation Already Converted
If the quotation has already been converted to a booking, a pop-up will appear to inform you which booking it was converted to. However, the system still allows it to be converted again. Click "Proceed" to continue converting the quotation into a booking.
Convert Quotation to Booking is Successfull
A message will popup on the top right side to indicate that your Quotation has been successfully converted to Booking, and give you the booking number.
Pro Tip:
A single quotation can be reused to convert multiple shipments (system will prompt if it has already been converted).
This is useful if the customer ships multiple times on the same quoted rates as long as the quotation has not expired.
Converting a Quotation to Shipment
The system allows conversion to a shipment once the status is Quote Sent or Accepted.
Open the quotation that you want to convert to a booking or a shipment, click on the three dot button near the top right to open the menu and select "Convert to…".
Quotation & Jobsheet Details: Three Dot Button > Convert To
Step 1: Convert to Booking or Shipment
Step 1. Convert to (Shipment Selected)
A window will pop up to ask if you want to convert it into a Booking or a Shipment. The convert to Booking option is only available for export jobs. Import jobs are usually created either manually or from a quotation/job handover, without a "booking" step in the system. Imports are based on pre-alerts and overseas agent nominations rather than local carrier bookings.
When selecting Convert to Shipment, you will be able to select if you want to include the Invoices and/or the Job Estimation that are linked to the quotation.
If Include Job Estimation is selected, all quotation charges in the quotation move into the Job Estimation tab of the shipment.
If Include Invoices is selected, all quoted charges in the quotation move into the Accounting tab of the shipment.
Confirm Dialog: Quotation Already Converted
If the quotation has already been converted to a shipment, a pop-up will appear to inform you which shipment it was converted to. However, the system still allows it to be converted again. Click "Proceed" to continue converting the quotation into a shipment.
Step 2: Shipment Type
You can select if you want to convert it to a New Shipment or add it to an Existing Shipment. If you choose to add it to a new shipment, you need to select the shipment date and click Next.
If you did not choose to include invoices, the shipment will be created at this point.
Step 2. Shipment Type (New or Existing)
If you choose to add it to an existing shipment, you will be prompted to select the shipment that you want to add it to.
Select Existing Shipment (Default)
If the quotation has already been converted to shipments, only the previously converted shipment will be shown by default. Click the "Show all shipments" toggle to display all shipments. The toggle will only appear when the quotation has been converted.
Select Existing Shipment (Quotation Already Converted)
You can use the Search function or filter by Customer, Port of Loading, or Port of Discharge to find the correct shipment you want to convert to and click on the Select button.
Step 3: Invoice Type (If you selected Include Invoices)
You will be prompted to choose the invoice types you want to convert. You can choose to convert both Buy and Sell or only Buy side or Sell side.
If you are converting into a new shipment, you will need to choose at what level you want to save the invoices. If you select Default, Job Estimate and Vendor Invoices are saved in MBL, and Sales Invoices will be saved in HBL.
Step 3. Setup the Invoice Type
Step 4: Charge Items (If you selected Include Invoices)
You will be prompted to select which Charge Items you want to include when converting the quotation to a shipment. You will also be able to click the checkboxes under "New Invoice?" to convert selected line items to a separate invoice.
Once done, click on convert to shipment and a new shipment will be generated, or if you selected an Existing Shipment, the invoices and line items will be added to the shipment you selected.
Step 4. Selecting Charge Items
When you click Convert to Shipment a message will popup on the top right side to indicate that your Quotation has been successfully converted to a Shipment, and give you the Shipment number.
Convert Quotation to Shipment is Successful
Margin Threshold Approval
Margin Threshold Approval helps balance speed and control in your sales process. It allows sales users to approve quotations or shipments directly — as long as the profit margin meets a preset minimum (for example, 15%).
If the margin falls below the threshold, the system will automatically route it for manager approval.
This feature is enabled and configured by the Fr8Labs team based on your company's internal approval policy.
How Margin Threshold Approval Works
Each quotation or shipment automatically calculates its profit margin based on total selling and cost values.
When a user submits:
If the margin meets or exceeds the set threshold → the system approves it instantly.
If the margin is below the threshold → it is flagged and sent for higher-level approval.
All approvals are logged in the system for transparency.
What You Can Do
Sales teams can proceed with standard-margin deals faster, without waiting for manual approval.
Managers only need to review low-margin or special cases.
The Fr8Labs team handles the setup of thresholds and routing rules for your organisation.
Margin Threshold Approval Example
Scenario | Result |
|---|---|
Shipment margin = 20%, threshold = 15% | Auto-approved |
Shipment margin = 6%, threshold = 15% | Requires manager approval |
Notes
Threshold levels are customised per organisation by Fr8Labs.
All margin checks happen automatically in the background.
Customising Your Quotation & Charge Details View
You can adjust how your Quotation or Charge Details list looks to match your personal preferences.
In the Quotations → Quote to Customer page, hover over any column header.
Click on the three dots (⋯) that appear beside the column name.
Select Choose Columns from the dropdown menu.
A panel will open where you can tick or untick the fields you want to display — for example, Qty, UoM, Minimum etc.
Rearrange the order of columns if needed by dragging them left or right directly on the table.
Once done, click Save View at the top right of the page.
Quotation - Customize the Charge Details Table
💡 Your view preferences are saved per user — they will remain the same each time you log in until you make further adjustments.
Finding a quotation template
The Load From Template screen provides filters for template name, shipment type, mode, direction, customer, and validity dates. Use these to narrow the saved templates before selecting one and reviewing its charges.
Supplier invoice reference on charge lines
Use Supplier Invoice No on a quotation charge line to record the relevant supplier invoice reference. The field is also available on Job Estimation charge lines. The reference is preserved when a quotation is converted to a shipment and when job estimation is converted to an invoice.
Documentation owner: Fr8Labs Customer Success. Text reviewed: 21 September 2026.