What is new in SortedNexus: revised quotes, terms history and a new document layout
By SortedNexus Team · ShellRick Tech · 11 November 2026
A sent quote is a promise. The client has a copy with a number and a total on it, so changing your own copy quietly is how disputes start. Today we shipped the way to change a quote properly, along with the smaller changes around it: how drafts are edited and deleted, how a sent quote is withdrawn, which version becomes the invoice, and where your terms and conditions come from. Quotes are on the Starter plan.
Revising a quote you have already sent
Open a sent or declined quote and choose Create revised quote. We copy it into a new draft with its own number, issued today and valid for the same number of days as the original. The revision stays in the same business as the original, so a Pro account with several businesses does not have to think about it.
The original is not touched until you are ready. When you mark the revision as sent, the original is cancelled automatically, with the note "Replaced by QUO-0011" in its history. We wait for that moment on purpose: if you start a revision and abandon it, you are not left with no valid quote at all.
Two limits keep this honest. A quote can have only one live revision at a time, and a quote that is already accepted or converted cannot be revised, because an invoice may depend on it. Each detail page links to the other version, so you can always see which quote replaced which.
Drafts can be edited and deleted, sent quotes cannot
A draft has not left your hands, so you can change it in place with the Edit button, or delete it along with its history. A sent quote is part of the record. It is never edited or deleted. If it is wrong you revise it, and if you want to withdraw it you cancel it and give a reason, which is saved in its history.
| Status | What you can do |
|---|---|
| Draft | Edit it in place or delete it. Nothing has left your hands. |
| Sent | Revise it, cancel it with a reason, or convert it to an invoice. |
| Declined | Revise it, or convert it if the client changes their mind. |
| Accepted or converted | Leave it alone. An invoice may depend on it. |
| Cancelled | Kept on record. Converted only if a revision replaced it and the client prefers it. |
Invoices follow the same idea, with one difference: they are corrected with a credit note, not a revision. We explain where the line sits in credit notes vs cancelled invoices.
Converting to an invoice from any version
Clients do not always accept the latest version. Sometimes they read your revision and ask for the first one back. So Convert to invoice works from whichever version the client accepted: the original, a revision, or an original that was cancelled when its revision was sent.
Only the version you convert stays live. Any other version that was still sent is cancelled with the note that the converted quote was accepted instead. A draft revision is kept, in case you want the work, but it stops claiming to replace anything. A declined version is left as it is. Before converting, the button tells you exactly which quotes will change and asks you to confirm.
The one thing it will not do is produce two invoices from one deal. If another version of the quote was already accepted or converted, the request is refused and points you to that invoice. A quote you withdrew yourself, with nothing replacing it, also stays unconvertible: if you cancelled it, you meant it.
Terms and conditions from Settings, with a history
Write your standard terms once under Settings. Every new quote and invoice starts with them filled in, and you can change the wording on a single document without touching the standard. The text is copied onto the document when you create it, so editing your settings later never rewrites a quote or invoice you have already issued. They print after the notes and above your banking details, and show on the detail pages and the public invoice view.
Every change to the standard terms is also kept as a numbered version. Settings lists them, and Use this version puts an earlier wording back in the box, ready to save. This is useful when a client asks which terms applied to a job from last year: the document itself holds the answer, and the history shows how your wording changed since. If you run several businesses on Pro, each has its own terms and its own history.
A new layout for every document
Quotes, invoices and purchase orders now share one layout. Your logo sits top left. The document title is top right, with the number, the dates and your client's PO number listed under it. Below that, From and Bill To (or Quote To, or Supplier) sit side by side, each with name, address and VAT number. The same layout is used in the PDF, the preview while you build, the detail pages and the public invoice view, so what you check on screen is what the client receives. A quote's PDF is also named after the client, for example QUO-0007 Acme Trading.pdf, so a folder of downloads is readable at a glance.
Smaller fixes that were costing you time
- A skeleton while saving. Clicking Save on a quote, invoice or purchase order now shows a loading screen until the new page opens, so you are not left wondering whether the click registered.
- Clearer errors. When a quote or invoice cannot be saved, the message names the field that needs fixing instead of a general validation error.
- No more sudden "Unauthorized". A saved quote could fail after an hour of inactivity because the login had expired. The session is now refreshed for the API as well as the dashboard.
What this does not cover
Revisions are for quotes. An issued invoice is corrected with a credit note, and our Cancel button on an invoice is a status in your own records, not a credit note. We have also not changed how long a quote stays valid after a revision beyond keeping the same number of days from the new issue date. If you want a different expiry, change it on the draft before you send it.
If you are new to quoting, start with how to write a business quote and why quotes and invoice records both matter.
Send a quote you can stand behind
Create a quote, revise it when the scope moves, and turn the accepted one into an invoice with one click.
Disclaimer: This article describes how SortedNexus works and is not tax, accounting or legal advice. How long you must keep quotes and what they bind you to depends on your own agreements, so check with a qualified professional.