The Quote Workflow

Updated 20 Sept 2026

Quotes follow Xero's quote states rather than a shape of our own. Knowing the states explains a question people ask on day one: why a quote is always Draft when it first appears in Xero.

Created as Draft

The wizard saves a new quote with Save as Draft. That's the only status a quote can be created in, because Xero's API doesn't create quotes in any other state. Everything after that is a transition on the existing quote.

The New Quote wizard's details screen: Quote Date, Expiry Date, Reference, Amounts Are, Branding Theme, Title, Summary, line items and Terms, with a single Save as Draft button — A new quote. Save as Draft is the only way to finish.

The quote record is created in Salesforce with Quote Status: NO SYNC until it reaches Xero, on the next sync cycle or when you click Send To Xero. Once synced, the record shows the Xero quote number and a View Quote in Xero link.

A synced Quote record: status DRAFT, Xero Quote Number QU-0002, View Quote in Xero link, and the Send To Xero, Download Quote From Xero and Mark as Sent actions — Synced. Xero has numbered it QU-0002 and the status is Draft in both systems.

The states

Draft → Sent → Accepted or Declined → Invoiced

Each transition is an action on the Quote record: Mark as Sent, Mark as Accepted, Mark as Declined, Mark as Invoiced. The available action changes with the status, so a Draft quote offers Mark as Sent, and a Sent quote offers Accepted or Declined. Each asks you to confirm.

The Mark as Sent confirmation: Are you sure, You want to change status to SENT? with Cancel and OK — Mark as Sent on a Draft quote. The change is made in Xero and reflected back on the record.

The record also has Send To Xero for a quote that hasn't synced yet, and Download Quote From Xero for the PDF.

Xero allows a few moves backwards, and TwoCanConnect follows it: an Accepted, Declined or Invoiced quote can be marked Sent again.

Accepted isn't invoiced

Marking a quote Accepted records the customer's decision; it doesn't raise an invoice. Mark as Invoiced is the separate step that closes the loop, after you've raised the invoice.

Who can do what

Three toggles on the Quote Settings card under Object Settings decide which transitions users can perform:

Allow Users to Create Draft Quotes
Allow Users to Mark as Sent
Allow Users to Mark as Accepted

Useful where quoting is done by one team and acceptance is recorded by another. The same card holds the line item overrides, stock display and PDF settings for quotes.

Plan and switch

Quotes need the Professional or Advanced plan, and Sync Quotes switched on for the Xero organisation under Data to Sync. If either is missing, the wizard says so plainly rather than failing: You are not subscribed to the Quote feature on the wrong plan, or Quotes are switched off for every connected Xero organisation. Turn on Sync Quotes in TCC Configuration before creating them when the switch is off.

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