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How to configure quote numbering and association rules?

Customize your quote numbering format and define catalog and pricing association rules

Introduction

This screen allows you to configure two essential aspects of quote management: the automatic numbering format and the association resolution mode. These settings ensure a consistent organization of your quotes and define which elements (catalogs, pricing grids, etc.) are available during creation.

✍️ Prerequisites : You must have the Admin role to access this screen.

Access

  1. In the left side menu, click Settings
  2. In the Workspace section, click Quotes

Configure quote numbering

Create your own numbering format by combining text and variables.

Available variables

  • {0000} : Counter (add zeros for the desired length) - Example: 0001, 00001
  • {YYYY} : Year (4 digits) - Example: 2026
  • {YY} : Year (2 digits) - Example: 26
  • {MM} : Month (01-12) - Example: 03
  • {DD} : Day (01-31) - Example: 15

Format examples

  • QUO-{YYYY}-{0000} → QUO-2026-0001
  • Q{YY}{MM}-{000} → Q2603-001
  • {YYYY}{MM}{DD}-{00000} → 20260315-00001
⚠️ Warning : Spaces are not allowed in the numbering format.

Reset the counter periodically

If you want the counter to reset to zero on a regular basis:

  1. Enable the Reset quote numbers periodically option
  2. Frequency : Select the reset frequency:
    • Day : The counter resets every day
    • Month : The counter resets every month
    • Year : The counter resets every year (default)
  3. First number after reset : Set the starting number after each reset
  4. Click Save
💡 Tip : If you choose an annual reset with the format QUO-{YYYY}-{0000}, your quotes will be numbered QUO-2026-0001, QUO-2026-0002... then QUO-2027-0001 when moving to the new year.

Configure the association resolution mode

This setting determines which catalogs, pricing grids, contract templates, payment terms, and payment methods are available when creating a quote.

Priority order

Qwoty checks associations in this order:

  1. Customer (highest priority)
  2. Customer segment
  3. Template (lowest priority)

Available modes

Inclusive Mode
The elements from all levels are combined and available.

Example: If the customer has associated pricing grids, those from the segment and the template remain available as well.

Exclusive Mode
Only the elements from the first configured level are available. The other levels are ignored.

Example: If the customer has associated catalogs or payment methods, those from the segment and the template are ignored.

Select the desired mode from the drop-down menu, then click Save.

✍️ Note : This setting applies only to quotes. Orders and contracts are not affected.

Related articles

  • How do I configure my workspace's general settings?
  • How do I create a quote template?
  • How do I manage pricing grids?
  • How do I create customer segments?