Veterinary Quotes: From PDF to Sale

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Quoting moves nothing. A quote does not touch inventory, add to the client’s debt or create clinical records. All of that only happens when you convert it into a sale.

Where to find it

Navigation

In the left menu, under Sales, open Quotes. It is only available in branches with sales enabled. Read-only roles (accounting and audit) can view quotes and download the PDF, but not create or change them.

Create a quote

Click New quote. The screen has three blocks:

Block	Detail
Client & Pet	The client is required. The pet is optional, unless you quote clinical services: then you will need it to convert the quote into a sale.
Products & services	Search and add each line. Add the same product twice and its quantity goes up. You can adjust each line’s quantity, price, discount and taxes; the price starts from your catalog.
Notes & validity	Valid until defaults to 15 days ahead. Notes are printed on the PDF.

Below you see the subtotal, discount, taxes and total. You need at least one line to save.

Quoting a hotel stay? Add the boarding service like any other line and set the quantity to the number of nights.

Download the PDF

Download PDF builds the document with your clinic’s details and logo, the lines, totals, notes and the validity date. It is saved as COT- followed by the quote number.

Vetzilla does not send the quote for you: you decide whether to email it, send it on WhatsApp or print it at the front desk.

Statuses

Status	What it means
Draft	Every quote starts here. It can be edited freely.
Expired	Its Valid until date has passed. It is only a warning: you can still edit, duplicate or convert it.
Converted	It already created a sale. It becomes read-only, with a View sale link.

Convert into a sale

When the client accepts, click Generate sale. You are asked to confirm, because from here on things do move:

A sale is created for the client and pet, with the quoted prices, discounts and taxes, even if your catalog changed since.
Products and medications deduct inventory from the batch that expires first. If you want another batch, change it afterwards on the sale.
Clinical services (vaccination, deworming, consultation, surgery, imaging, lab tests, grooming) create their clinical record dated on the conversion day.
The client’s debt is updated.

Unsaved changes are saved first. The conversion cannot be undone, and a quote can only be converted once.

⚠️

Clinical services without a pet: if the quote includes clinical services and no pet is assigned, it cannot be converted. Assign the pet and try again. The same goes for missing stock on a product: you are warned before the sale is created.

Hotel or daycare services become a plain sale line. No stay is created and no kennel is reserved: if the pet is staying, register the check-in from Boarding / Hotel.

Duplicate a quote

Duplicate creates a new draft with the same client, pet, lines and notes. The validity is recalculated from today with the same span the original had. It is the fastest way to re-offer an expired quote, or to build one for a second patient on the same treatment.

Search and delete

Search the list by client, pet or number, and filter by status. From each row you can open, generate the sale, duplicate, download the PDF or delete. Converted quotes cannot be deleted.