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What Do Quote Status Mean?

December 22, 2025 | By: PhotoBiz Knowledge Base

What Do Quote Statuses Mean in PhotoBiz?

PhotoBiz Quotes allow you to present pricing and service options to clients before requesting payment. Each quote moves through specific statuses that reflect its current state and the client’s response. Understanding quote statuses helps you manage quotes correctly, avoid pricing issues, and convert approved quotes into invoices smoothly. This article explains what each quote status means and how it affects your workflow.

Quote Statuses in PhotoBiz

PhotoBiz quotes can have one of four statuses: Pending, Approved, Declined, or Expired.

PENDING

A Pending quote has not yet been approved, declined, or expired.

Pending status applies to quotes in either of the following situations:

  • The quote is still being created and has not been sent to the client
  • The quote has been sent to the client and is awaiting their response

When a quote is Pending:

  • The client can view the quote once it has been sent
  • The client can approve or decline the quote
  • Editing options may be limited after the quote is sent

Pending remains the default status until the quote is approved, declined, or expires.

APPROVED

An Approved quote has been accepted by the client.

When a quote is Approved:

  • The client has agreed to the pricing and options
  • The quote becomes locked to prevent changes
  • The quote can be converted into an invoice

Approved quotes cannot be edited. This ensures pricing consistency between the quote and the resulting invoice.

DECLINED

A Declined quote has been rejected by the client.

When a quote is Declined:

  • The client chose not to accept the quote
  • The quote cannot be converted into an invoice
  • The quote remains visible for record-keeping

If needed, you can create a new quote with revised options or pricing and send it to the client.

EXPIRED

An Expired quote has passed its expiration date without being approved.

When a quote is Expired:

  • The client can no longer approve the quote
  • The quote cannot be converted into an invoice
  • No further action can be taken unless the expiration date is updated

If you update the expiration date on an expired quote:

  • The quote automatically reopens
  • The quote status returns to Pending
  • The client is not automatically notified
  • The quote must be sent again to notify the client of the new expiration date

Alternatively, you can create and send a new quote.

HELPFUL NOTES

  • Quote statuses update automatically based on sending, client action, and expiration

  • Quotes must be approved before they can be converted into invoices

  • Approved quotes are intentionally locked to prevent pricing changes

  • Declined and expired quotes are kept for record-keeping but cannot be reused

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