Dolibarr ERP & CRM is a powerful open-source software suite widely used by freelancers, small businesses, and even mid-sized enterprises for managing a range of business processes. Among its many features, Dolibarr provides robust functionality for creating and sending professional, personalized quotes (or estimates). These quotes can be customized with your company's branding and client-specific details, and then exported as clean, professional PDF documents.

In this article, we'll take a deep dive into how to send personalized quotes from Dolibarr, how to configure and use PDF templates, and how to tailor your quoting process for efficiency and impact.

Understanding the Quote Module in Dolibarr

Dolibarr includes a built-in module for managing quotes, referred to as "Proposals" or "Commercial Proposals". This module allows users to create draft quotes, associate them with clients (third parties), add products or services, apply taxes and discounts, and eventually validate and convert them to PDF for sending.

When you first activate the Proposals module via the setup section, you gain access to a menu where you can:

• Create new proposals

• View, edit, or delete existing proposals

• Filter quotes by status (Draft, Validated, Signed, Refused)

• Generate PDF documents

• Email the PDF directly to clients

Quotes in Dolibarr are tightly integrated with other modules such as Products, Services, Third Parties, and Invoices. This integration ensures a seamless workflow from quote to cash.

Creating a Personalized Quote

To create a personalized quote in Dolibarr:

1. Navigate to Commercial > Proposals

2. Click on New Proposal

3. Select or create a third party (client)

4. Choose the default terms (e.g., validity period, delivery date)

5. Add lines for products or services

6. Apply discounts, taxes, or surcharges as needed

Dolibarr allows you to customize several elements within each quote. For example, you can:

• Add free-text lines for custom messages

• Include specific delivery conditions

• Change the currency if you deal with international clients

• Use multi-language support for global operations

These features help tailor the document to each client's expectations, increasing the professionalism and clarity of your offers.

Using and Customizing PDF Templates

PDF templates are a critical feature in Dolibarr for sending professional-looking documents. When a quote is validated, Dolibarr generates a PDF based on a selected template. The default templates (like azur, crabe, or baleine) include basic company branding and layout styles.

To customize a PDF template:

1. Go to Home > Setup > Modules > Proposals

2. Click on Configure

3. Choose the default template (e.g., azur)

4. Use the Preview option to see how it looks

You can edit existing templates or create new ones. Templates are stored in the /dolibarr/htdocs/core/modules/propale/doc/ directory. These templates are PHP files that control the structure and styling of the output.

Customizing a template typically involves:

• Adding your logo or brand colors

• Changing fonts or layout spacing

• Inserting additional fields (like client reference, VAT number, etc.)

• Reorganizing line items (e.g., grouping by category)

If you're comfortable with PHP and basic HTML/CSS, these customizations are straightforward. For example, to add your website URL below the company name, you'd insert a line like:

$pdf->MultiCell(100, 5, $outputlangs->convToOutputCharset($mysoc->website), 0, 'L', 0);

inside the appropriate section of the template file.

Adding Company Branding

A quote is not just a legal or financial document—it's part of your brand's communication. Dolibarr allows full customization to reflect your company's image.

Start by going to Home > Setup > Company/Organization. Here, you can add:

• Your company logo (appears on all PDF documents)

• Company name, address, and registration details

• Legal terms or footer notes (important for certain jurisdictions)

This data automatically populates into your quotes and templates. By having consistent branding across all client-facing documents, you reinforce trust and professionalism.

Emailing Quotes from Dolibarr

Once your quote is ready and the PDF generated, Dolibarr provides a built-in email feature to send it to your client directly.

Steps:

1. Open the validated quote

2. Click Send by Email

3. Dolibarr opens a prefilled email form

4. The PDF is automatically attached

5. You can edit the message before sending

You can set default email templates via Home > Setup > Emails. These templates can include dynamic placeholders like __THIRDPARTY_NAME__ or __USER_SIGNATURE__ to personalize each email.

Dolibarr also keeps a history of sent emails, which helps in follow-ups and internal tracking.

Automating Follow-Ups and Reminders

Dolibarr includes a module for sending automated reminders, either via email or system alerts. This is helpful if a quote hasn't been responded to within a certain timeframe.

You can:

• Schedule follow-ups (e.g., 3 days after sending the quote)

• Create tasks in the Agenda module

• Assign follow-up actions to team members

For more advanced automation, the Workflow module lets you define triggers and actions, such as automatically changing the quote status when a client replies or signs it.

Multi-Language and Multi-Currency Support

Dolibarr is ideal for international businesses thanks to its multi-language and multi-currency capabilities. Each client can be assigned a preferred language and currency, and quotes will automatically adapt.

To enable these options:

• Go to Setup > Dictionaries > Languages to add or enable languages

• Go to Setup > Modules > Multi-Currency to activate and configure currencies

When creating a new client or quote, simply select the appropriate settings. This makes your quotes more accessible and client-friendly.

Security and Access Control

Dolibarr provides robust role-based access control. Only users with the right permissions can create, edit, or delete quotes. You can configure this under Home > Users & Groups > Permissions.

This is useful if you want:

• Sales reps to only view and create their own quotes

• Managers to validate and approve quotes

• Admins to customize templates

Properly configuring access rights ensures secure handling of commercial documents.

Converting Quotes into Orders and Invoices

One of Dolibarr's biggest strengths is its modular flow. Once a client accepts a quote, you can convert it into a customer order or invoice with a single click.

Open the validated quote and use the Create Order or Create Invoice button. This saves time and prevents errors since all data (product lines, prices, taxes) is carried forward automatically.

You can also track quote status changes from Draft to Validated, Signed, or Refused, which gives you a clear sales pipeline overview.

Tips for Making the Most of Dolibarr's Quote Feature

• Create reusable templates: If you have different quote styles (e.g., for retail, B2B, or consulting), create multiple customized PDF templates.

• Use custom fields: Add extra fields to capture client-specific info such as project reference or department.

• Integrate with digital signature tools: Tools like DocuSign or external modules allow you to send quotes for e-signature.

• Track performance: Use the built-in statistics and reports to monitor quote conversion rates and average response times.

• Regularly update templates: As your business evolves, make sure your branding, legal terms, and design stay current.

Conclusion

Sending personalized quotes from Dolibarr is not just about filling in numbers—it's a complete, professional process that combines functionality, customization, and efficiency. By mastering PDF templates, tailoring your emails, automating follow-ups, and ensuring seamless integration with orders and invoices, you can turn your quoting process into a strategic advantage.

Whether you're a freelancer sending five quotes a month or a company managing hundreds, Dolibarr provides the tools to do it with style and precision. With a little customization and regular upkeep, you’ll ensure your quotes always make a strong impression.