Overview

The Quote Function Drop Down Box is your central hub for managing quotes in CaterZen. From sending proposals to editing, duplicating, or converting them into orders, this menu gives you quick access to the most common quote actions. Knowing how to use these options—along with understanding quote statuses—will save time and help you respond quickly to customer requests.

This guide explains:

**Explore our Interactive Click-through Guide here or follow the steps below**

Finding a Quote in CaterZen

Before you can work with a quote, you’ll need to locate it in your CaterZen account.

There are three ways to access a quote:


From the Overview tab

  • Click the Overview tab.

  • Select View All Quotes at the bottom of the page.

  • You’ll see a list of all quotes you’ve created.

  • (Optional) Check the box or boxes you wish to filter your quotes by

  • Find the quote you want and click the View This Quote icon under the Action column.

From the CRM tab

  • Click the CRM tab.

  • Search for the cwho placed the quote.

  • Click the Quote icon.

  • Find the desired quote and click the View This Quote icon under the Action column.

From the Calendar tab

The Calendar tab allows you to quickly see all of your scheduled quotes alongside orders and other events. By default, quotes appear in purple, unless you’ve changed this setting in your Calendar Preferences.

  • Click the Calendar tab.
  • Click on the quote to see a pop-up with brief details.
  • Click the Click Here link to open the full quote.

Accessing the Quote Function Drop Down Box

Locate Your Quote

  • From the Overview, Calendar or the CRM tab, search for and open the quote you want to manage.

View Quote Details

  • Click on the Quote ID to open the full details of the quote.

Find the Drop-Down

  • At the top of the quote, look for the Quote Function drop-down box.

  • Click the drop-down arrow to see the list of available functions, such as Show Sending Options, Edit, Convert to Order, and more.

Quote Function Options

When you click the drop-down, you’ll see six main options:


Show Sending Options for This Quote

Opens a page with five or six choices:

  • View, download or print the quote as a PDF – Saves a PDF copy of the quote to print or share.
  • View the quote online (HTML) – Opens the quote in your browser.
  • Send the quote to a recipient by fax – Enter the customer’s fax number to send the quote (10 cents per page will be deducted from your variable fee fund).
  • Send the quote to a recipient by email – Send directly to the customer with a custom message.
  • Convert this quote to an order – Changes the quote into an active order in CaterZen.
  • Send or View the contract for this quote – Choose this option to send a contract to the customer. If a contract has already been sent, you can use this link to view the details of that contract.


Edit This Quote

Opens the quote for editing. This is useful if you need to adjust menu items, quantities, dates, or other details.

See: Edit a Quote

Schedule Reminder

Use Schedule Reminder to create a follow-up task tied to this quote. It’s helpful for staying on top of customer follow-ups, internal to-dos, and proactive outreach.

What it does:

  • Creates a task linked to the quote and customer record

  • Lets you set a due date, assignee, and notes

  • Triggers notifications based on your account settings

Why to use it:

  • Never miss an opportunity: Timely follow-ups often mean the difference between winning and losing a catering order.

  • Keeps your pipeline moving: Reminders help prevent quotes from going stale in your system.

  • Team accountability: Assign tasks so everyone knows who’s responsible for follow-up.

  • Better customer experience: Customers feel valued when you reach out proactively rather than waiting for them.

Place This Quote Again

Creates a new quote using the details from the original.

  • Useful if the customer needs two versions to compare,

  • Or if you’re recreating the same quote for a repeat event in the future (you can update the date/time and make any needed changes).

Convert This Quote to an Order

Turns the quote into an official order when the customer is ready to book.

See: Convert a Quote into an Order.

Quote Declined

Automatically marks the quote as declined. Declined quotes no longer appear on the calendar.

Quote Statuses

Each quote in CaterZen has one of three statuses:

  • Pending – Quote has been sent, but there’s no confirmation yet. It will stay in Pending until the customer makes a decision. Pending quotes appear on the calendar.

  • Confirmed – Customer has approved the quote and wants to move forward. Confirmed quotes no longer appear on the calendar but remain in View All Quotes and in the customer’s CRM record. 

    • Note: Changing a quote to Confirmed does not automatically convert it into an order—you must do this separately.

  • Declined – Customer does not wish to book the event or use that quote. Declined quotes no longer appear on the calendar.

How to Change a Quote’s Status

  • Click the Overview tab.
  • Select View All Quotes at the bottom of the page.
  • All quotes will appear.
  • (Optional) Check the box or boxes you wish to filter your quotes by
    • Event Date Range – Filter by event date.
    • Quote Creation Date Range – Filter by when the quote was created.
    • Location – Show quotes for specific locations.
    • Status – Show only Pending, Confirmed, or Declined quotes.
    • Quote ID # – Search by quote number.
    • Created By – Filter by the user who created the quote.
    • Salesperson – Filter by salesperson assigned.
  • Click Apply Filters to update the list.
           

  • In the Status column, select Confirmed, Pending, or Declined.

  • In the Action column, you can also View or Delete the quote.

Quick Tips

  • Quotes are stored in View All Quotes under the Overview tab and in the customer’s CRM record.

  • Use Place This Quote Again instead of overwriting if you need multiple versions for comparison.


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Conclusion

Managing quotes effectively in CaterZen means more than just creating them—it’s about knowing how to send, edit, duplicate, convert, and track their status. The Quote Function Drop Down Box and status settings work together to give you full control over every proposal, ensuring you stay organized and responsive from the first draft to a confirmed booking.


For additional help, refer to the CaterZen Support Center or contact our CaterZen Support Team.

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