QuoteFlow

My Quotes

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All time

My Leads

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In pipeline

Quote Value

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Total incl. VAT

Open Leads

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New + Follow-up

Recent Quotations

Quote #	Customer	Total (incl. VAT)	Date

Recent Leads

Name	Phone	Status

My Quotations

Quote #	Customer	Salesperson	Total (incl. VAT)	Status	Date

Leads

Name	Phone	Email	Status	Assigned To	Notes

Settings

My Preferences

Your Name

Your Quote Prefix

Your quote prefix is auto-assigned from your initials. Contact admin to change it.

These are the active business workflows built into the portal. They are read-only — they document how the system behaves so rules are not accidentally overridden during development.

📋

Lead → Quote Conversion Flow

Applies to: Sales role and any role with leads_create + quotes_create

Active

1

Create a Lead — Salesman enters customer name, phone, email and notes. Lead status starts as New.

2

Customer fields lock — Once a quote is generated from the lead, the customer name, phone and email become read-only in both the lead and the quote. Prevents data drift.

3

Convert to Quote — Clicking "Quote" on a lead opens the quote form with customer details pre-filled. The lead is linked to the quote via lead_id.

4

Quote number auto-generated — Format: INITIALS-XXXX (e.g. RS-0003). Each salesman has a unique 2-letter prefix derived from their name.

5

Lead status syncs with quote — Saving a quote as Accepted or Rejected automatically moves the linked lead to Closed. Any other status moves it to Follow-up.

ⓘ Salesmen cannot create a quote directly — they must start from a lead. Admins can create quotes freely.

✓

Lead Close Flow

Applies to: Any role with leads_close permission

Active

1

Set status to Closed — When a lead is saved with status Closed, a modal appears asking: "Was the quotation accepted by the customer?"

2

Outcome selected — Choosing Accepted or Not Accepted (Rejected) updates both the lead status and all linked quotes to that outcome.

3

Status badge applied — The quote shows an Accepted or Rejected badge. The lead disappears from the salesman's view.

4

Visibility after close — Closed leads and Accepted/Rejected quotes are hidden from salesman views. Admin sees everything in All Activity.

ⓘ The "Closed" tab in Leads is only visible to users with leads_view_all. Salesmen never see closed records.

👥

Admin Lead Assignment

Applies to: Roles with leads_assign permission

Active

1

Admin assigns a lead — From the Leads table, admin clicks "Assign" and selects a salesman from the dropdown.

2

Salesman receives the lead — The lead appears in the salesman's Leads list tagged "Assigned by Admin". They can update status and notes only.

3

Restricted editing — On an assigned lead, the salesman gets a limited edit modal (status + notes only). They cannot edit customer details or delete the lead.

ⓘ Assigned leads are fetched via a separate RLS-safe query on assigned_to = auth.uid(). The lead owner and assignee both see it.

👁

Data Visibility by Role

Applies to: All roles — enforced at both UI and database (RLS) level

Active

1

Quotes — Each salesman sees only their own quotes. Closed quotes (Accepted/Rejected) are hidden from salesman views. Admin sees all quotes from all users.

2

Leads — Salesmen see only leads they created or were assigned. Admin sees all leads across all users. Closed leads are hidden from salesmen.

3

Customers — Customer Database is admin-only by default. De-duplicates customers across quotes and leads by matching name + phone.

4

Reports & Audit Log — All Activity and Audit Log are admin-only. Every significant action (create, edit, delete, close, assign) is logged with user name and timestamp.

ⓘ RLS (Row Level Security) is enforced at the Supabase database level — not just in the UI. Even direct API calls respect these rules.

#

Quote Numbering System

Applies to: All users who can create quotes

Active

1

Unique prefix per salesman — On first quote, a 2-letter prefix is auto-generated from the user's initials (e.g. Rayan Saleh → RS).

2

Collision check — If two salesmen share the same initials, the system auto-increments (e.g. RS → RS2) and saves it to their profile.

3

Sequential per user — Quote numbers increment from the user's highest existing number (e.g. RS-0004 follows RS-0003).

ⓘ The prefix is stored in profiles.quote_prefix. Admin can manually override a user's prefix from the Users table.

📄

VAT Calculation & PDF Export

Applies to: Roles with quotes_export_pdf permission

Active

1

UAE VAT at 5% — Applied automatically per line item. Subtotal (excl. VAT), VAT amount, and Total (incl. VAT) are calculated live.

2

PDF generated client-side — Uses jsPDF. Includes company logo, name, address, customer details, product table, totals, terms and bank details.

3

Company details from admin settings — Logo, company name, address, terms and bank details are pulled from the admin's saved Settings, not from the individual salesman.

ⓘ PDF button only appears after a quote is saved. Terms and bank details are set company-wide by admin only.

🔒

User Account Lifecycle

Applies to: Admin only

Active

1

Registration — Any person with the link can register. Password must be min 8 characters with at least one uppercase letter and one number.

2

Role assignment — New accounts default to the Salesman role. Admin assigns the correct role from Settings → Users & Roles.

3

Deactivation — Admin can deactivate a user without deleting them. Deactivated users are blocked on login and shown at 50% opacity in the user list.

4

Deletion — Removing a user deletes their account from Supabase Auth but keeps all their quotes and leads intact (user_id reference remains).

5

Password reset — Admin can set a new password for any user directly from the Edit User modal using the service role key.

ⓘ The admin account ([email protected]) cannot be deactivated or deleted through the portal.

● Admin — User Management

All Users

Name	Email	Role	Prefix	Status	Quotes	Leads	Actions

● Admin — Customer Database

All Customers

Name	Phone	Email	Source	Salesman	Date

● Admin — All Activity

Total Users

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All Quotes

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All Leads

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Total Value

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All Quotations

Quote #	Salesman	Customer	Total (incl. VAT)	Status	Date

All Leads

Name	Salesman	Phone	Status

● Admin — Closed Deals

Closed Quotes

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Closed Leads

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Closed Value

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Accepted / Rejected Quotations

Quote #	Salesman	Customer	Total (incl. VAT)	Status	Date

Closed Leads

Name	Salesman	Phone	Status

● Admin — Audit Log

Audit Log

Time	User	Action	Details

● Admin — Requests

Requests

Date	Salesman	Lead	Quote	Type	Status	Actions

● Admin — User Detail

User Detail

Quotations

Quote #	Customer	Total (incl. VAT)	Status	Date

Leads

Name	Phone	Email	Status

Quotes.
Leads.
Closed.

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QuoteFlow

Dashboard

Recent Quotations

Recent Leads

My Quotations

New Quotation

Leads

Settings

All Users

All Users

All Customers

All Quotations

All Leads

Accepted / Rejected Quotations

Closed Leads

Audit Log

Requests

User Detail

Quotations

Leads

Quotes.Leads.Closed.

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Dashboard

Recent Quotations

Recent Leads

My Quotations

New Quotation

Leads

Settings

All Users

All Users

All Customers

All Quotations

All Leads

Accepted / Rejected Quotations

Closed Leads

Audit Log

Requests

User Detail

Quotations

Leads

Customer Records

Approve Request

Quotation Detail

Quotation Details

Lead Details

Edit Lead

Add Lead

Edit User

Remove User

Edit Customer

Close Lead

Assign Lead

Update Assigned Lead

Add New Role

User Overrides

Create New Card

Card Title

Quotes.
Leads.
Closed.

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QuoteFlow