Renegotiate a won quote - Cargoflow Support

Overview

Prices keep being negotiated after a win. A quote already converted into a client can be reopened to change rates, and each change is synced with the client’s rate card: the previous rate is closed with a date and the new one takes effect today. Price history is kept and the charges that already exist are not touched.

Before you start

Permission — Win/Lose Quotes (only Super Admin by default). Renegotiating moves a client’s real rates, so it requires the same permission as winning. Someone who only manages quotes sees it read-only.
The quote must be Won. If it was won with the Accept & create client button, it is already converted.
Have the agreement at hand: which services, which prices and from when.

How to get in

Open the quote from Commercial › Sales › Quotes (filter by Won if there are many).
Click the pencil. On top you will see the amber notice “Renegotiation: this quote was won and converted. Any price change here updates …’s rates (the previous rate is kept as history)”, with the View client pricing link.
Edit as usual: changes save on their own.

What you can change

Rate, description, min charge, max charge and free days on each line.
Include a catalog service that was not included: its rate is created for the client. The editor catalog is the one preloaded when the quote was created; services added later do not appear in it.
Remove a line: the rate it seeded is closed.
Add a custom line: it is created right away as a service exclusive to the client, with its rate.
Reorder and save as template (without exclusives).

What you cannot do: change the status, apply templates or edit Customer & terms (the client details now live on the client record).

What happens to the client’s rates

Only rates that originated from this quote are touched. Rates someone created by hand on the client’s rate card are never touched.

What you do on the quote	What happens on the client’s rate card
Change a line’s rate, minimum, maximum or free days	The current rate is closed as of today and a new one is created, effective today, with the note “Renegotiated from quote …”. If the current rate was created today, it is corrected in place (so two rates are not left effective the same day).
Include a new service	Its rate is created, effective today.
Remove a line	Its rate is closed as of today (or deleted if it was created today). From tomorrow the service goes back to behaving as if the client had no rate of their own.
Include again a line you had removed	The same rate is reactivated, no new one is created.

The editor tells you how many changes it made: “Quote lines updated. Client rates synced (N changes).”

Important: removing the receiving or shipping handling line stops charging it from the next day, because handling is only charged when it is on the client’s rate card. Removing the storage line, on the other hand, takes it back to the catalog base price. See How charges are generated.

The quote is the source of truth

If someone manually adjusted on the client’s rate card a rate that originated from the quote, renegotiating overwrites it with the quote’s values. Nothing is skipped, but nothing is lost silently either: an amber notice shows the detail, service by service, “rate 15 → 13.5, min charge — → 50”, and advises you to re-enter on the rate card anything that should have been kept.

The same goes for a manually entered end date: the rate is restored to normal validity and reported in the notice.

And the charges that already exist

Charges already generated keep the price they were born with, invoiced or not. The new rate applies to what happens from today on.
If a pending charge should go out at the new price, fix it on the invoice: see Invoices: edit and correct.
Storage charged at shipment uses the rate in effect on the day the shipment ships.

Example

Northern Trading Co. was won on October 20 with receiving handling at 13.50 per pallet. On December 5 you agree 12.80 for volume.

You open the quote; the renegotiation notice shows on top.
You change the receiving handling rate to 12.80.
On the client’s rate card, the 13.50 rate is closed as of December 5 and a 12.80 rate starts on the 5th.

A receipt from December 4 confirmed on the 6th with an actual arrival date of the 4th is charged at 13.50 (the rate in effect on its date). One arriving on the 6th, at 12.80.

Limits

The new rate always starts today; there is no field to choose another date from the quote.
The lines’ currency cannot be changed here.
Only users with the win permission can renegotiate; for everyone else the editor is read-only.

Best practices

Renegotiate on the same day the new price takes effect.
Use the line description to record the agreement (volume, agreed term).
After renegotiating, open View client pricing and check the dates.
If someone adjusts the rate card by hand, have them note it: a later renegotiation will overwrite it.

Troubleshooting

I can’t edit the lines of a won quote.

Your role lacks Win/Lose Quotes.

An amber notice appeared with “from → to” rates.

The quote overwrote manual rate card adjustments. If any should have been kept, re-enter it on the client’s rate card.

I changed the price and a pending charge still has the old one.

That is correct: charges keep their price. Fix it on the invoice if it must change.

FAQ

Do I renegotiate here or on the client’s rate card?

If the rate originated from the quote, here: the history is kept and the quote remains the record of the agreement. If it is a price added later by hand, on the rate card. See Rate card and prices.

Can I schedule the new price for next month?

Not from the quote. Do it on the day it starts, or enter on the client’s rate card a rate with a future Effective From (that rate is no longer controlled by the quote).