Quote versioning preserves successive states of a quotation so users can identify, compare and audit commercial changes. Each material revision receives a distinct version rather than overwriting the previous proposal.
Which changes should create a version?
Changes to configuration, quantity, price, discount, scope, delivery, payment terms, legal clauses or validity commonly require a new version. Administrative corrections may follow a lighter rule.
What should each version record?
- Version identifier and status
- Creator and timestamp
- Changed fields and reason
- Pricing and approval inputs
- Customer delivery and response
- Superseded and accepted relationships
Why does versioning matter?
It prevents teams from relying on an outdated offer and provides evidence of what the customer saw and accepted. It also supports pricing and approval analysis.
How should approvals behave?
A change should invalidate approvals affected by that change. The workflow can retain unaffected approvals only when policy explicitly permits it and the audit trail is clear.
What happens after acceptance?
Lock the accepted version and link it to the resulting contract or order. Further changes should follow the appropriate amendment or change-order process.
