Every quote in Gas Engineer Software carries a status, so you can tell at a glance which quotes are still open, which you've won, and which are dead, without keeping track of it all in your head.
This article explains what each status means, how to change it, and how to filter your quotes list by status on the web portal.
The quote statuses
A quote can have one of the following statuses:
Pending — the default once a quote is issued. It's out with the customer and you're waiting to hear back.
Accepted — the customer has said yes and you've won the work.
Declined — the customer has decided not to go ahead.
Cancelled — the quote is no longer relevant (for example, the job changed or you've replaced it with a new quote).
Expired — the quote has passed its expiry date.
Every issued quote starts as Pending until you change it, so anything you haven't updated is treated as still open.
Changing a quote's status
You set a quote's status from the quote itself, on the web portal:
Open an issued quote (an issued quote is Pending by default).
On the quote's page, choose one of Accept Quote, Decline Quote, or Cancel Quote.
The status updates straight away and shows in the Status column on your Quotes list.
Changing a status later: once a quote is Accepted, Declined, or Cancelled, you can't switch it directly to another status. To change it, re-edit the quote. Editing an already-actioned quote returns it to Pending, and you can set a new status from there.
Converting an accepted quote to an invoice
When you accept a quote, the software asks whether you'd like to convert it to an invoice there and then. You don't have to do it straight away, converting to an invoice is still available whenever you're ready. See How to Create an Estimate, Quote, or Invoice.
Filtering your quotes by status
The status is shown as a column on your Quotes page. To filter the list by it:
Click the Quote Status dropdown above the list.
Tick the statuses you want to see (Pending, Accepted, Declined, Cancelled, Expired). Use Select all or Clear to reset.
Click Confirm.
Filtering to Pending gives you a live list of every quote you're still waiting on, so you can see which ones are worth following up. Filtering to Accepted shows the work you've won and are ready to invoice.
Note: Quotes now stay on your Quotes tab after they move off Pending. Previously a quote dropped off the list once it was no longer pending. Now every quote stays put whatever its status, so you can filter by status and find any quote in one place.
Good to know
The 'Accept Quote' button on the Job has been removed. That button only changed the job status, not the quote's status, which caused confusion. You now set the quote's status from the quote itself, as above.
Statuses work alongside quote reminders and follow-ups — Pending quotes are the ones to nudge, while a quote that's already Accepted doesn't need chasing.
Related articles
How to Create an Estimate, Quote, or Invoice — create quotes and convert them into invoices
Sending Quote or Invoice Reminders — set up and customise automated reminders
How to Manually Send an Invoice Reminder or Quote Follow-Up — send a one-off nudge on a Pending quote
Adding & Using Line Item Templates in Quotes & Invoices — build quotes faster with saved line items
Adding Invoice Payment Terms, Quote Notes, Bank Details, and Record Numbering — set quote expiry dates, notes, and numbering