How to Create, Edit, and Manage a Sales Proposal in Freightools

This article explains the full lifecycle of a Sales Proposal (SP) created from Fast Quotation, how each tab works, and how pricing, routing, documents, and communications are managed inside Freightools.

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1) Creating the Sales Proposal

After selecting one or more results in Fast Quotation, click:

👉 Create Sales Proposal

Freightools opens:

Edit Sales Proposal – [SP Code]

Sales Proposal Code

• The SP code is generated automatically from your company’s Number Range configuration.
• Each company can define its own format (for example: SP-2025-001, FCL-SP-0001, etc.).
• The pattern can be modified in the Number Range menu in company settings.

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2) Sales Proposal Statuses

Below the code you see the status bar. The proposal can move through these states:

1. New Request
   • Initial state before confirmed buying/selling totals.
2. Open (Offered)
   • Activated automatically once valid buying and selling totals exist and the proposal is offered.
3. Approved
   • Used when the customer accepts the proposal.
4. Rejected
   • Used when the customer declines the proposal.
5. Canceled
   • Used for mistaken or duplicate proposals.

These represent the commercial lifecycle of the SP.

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3) Sales Proposal Tabs

The main tabs are:

• Basic Information (default)
• Routing
• Goods
• Economics
• Printouts & Emails
• Assignments (Engagements)
• History

Each tab controls a different layer of the proposal.

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4) Basic Information Tab

This tab has two sections: General Information and Partner Information.

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4.1 General Information

Location & Service

Shows what was chosen in Fast Quotation:

• Country From
• Country To
• Service Mix (e.g., Ocean FCL)
• Service Type
• Pickup/Delivery type (e.g., Full Container Load)

Core fields

• Incoterms – inherited from Fast Quotation
• Execution User – the user who will operate the shipment if the SP converts to a real shipment
• Business Unit – internal unit that created the SP
• Created Date – automatic
• Expiration Date – set by:
  • company default validity, or
  • earliest expiry of any binding agreement used

Transport details

• Transit Time
• Ready to Load Date

Printout fields

• Title – appears on the PDF
• Comments – internal or customer-facing notes

Spot rate section (optional)

If based on spot pricing you can enter:

• Equipment
• Voyage
• Estimated cutoff
• Estimated departure
• Estimated arrival

Tags

You can tag proposals (e.g., “Key Account”, “China Import”, “Automotive”) for reporting and analytics.

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4.2 Partner Information

Customer (mandatory)

Pre-filled from Fast Quotation.
You can edit the customer directly via the pencil icon.

Paying party: Exporter or Importer

Freightools pre-fills automatically:

• If customer country = Origin → Exporter
• If customer country = Destination → Importer
  You can override if needed.

Customer contact

Select the person who should receive communications for this proposal.

Customer reference

You may add the customer’s internal reference number.

Shipper & Consignee

Used when pricing is specific to a dedicated exporter or importer.

Carrier, Supplier, Sales Agent

You can create or edit these partners directly from the SP using + or pencil icons.

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5) Routing Tab

At the top are two buttons:

• Load Routing – reloads routing (this deletes existing economics).
• Routing Graphic – visual diagram of the route.

Routing list columns

Each row shows:

• Order
• Type (Logical Address / Logical Freight)
• Name
• Multiple (can you add more addresses)
• Master Address (yes/no)
• Active (yes/no)
• Remove button

Under each row you see:

• Country
• Physical or Google address
• Time at address

Example (Genoa → Shanghai FCL)

Typical structure:

1. Origin (inactive, blank)
2. Pickup container (inactive)
3. POL – Genoa (active)
4. Ocean Freight (master, active)
5. Transshipment (floating, optional)
6. POD – Shanghai (active)
7. Delivery container (inactive)
8. Destination (inactive)

Routing hamburger menu

On each routing you can:

• Add address
• Create & add address
• Clone routing (useful for multiple pickups)

Creating operations from SP

Top menu offers:

• Create CS from this SP
• Create CS + SO from this SP

(Used later for execution.)

Critical rule

All economics are attached to routing.
If you reload routing, all economics are deleted and must be recalculated.

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6) Goods Tab

You can have multiple goods lines.

Basic fields per line

• Freight Unit (e.g., 40’ HC)
• ST&R (Stackable, Tiltable, Rotatable – checked by default)
• Measurement (Metric/Imperial)
• Quantity
• Unit Weight
• Total Weight (auto)
• Length/Width/Height (if relevant)

Identification

• Container ID / pallet ID
• Seal
• Commodity (HS Code lookup)
• From/To per container if multiple pickups/deliveries

Additional Information tab (per good)

• PO Number
• Packages quantity
• Tare weight
• Payload
• BL text fields:
  • Marks & Numbers
  • Kind of Packages
  • Goods Description
  • Said to Contain

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7) Economics Tab (Pricing Engine)

This is where buying and selling are structured per routing activity.

At the top header you see:

• Set Quantities – recalculates all quantities if goods changed
• Delete All Activities – removes all economics
• Load Activities – loads default activities for the service mix
• Totals panel showing:
  • Total Buying (company currency + USD)
  • Margin
  • Total Selling (company currency + USD)
• Company ROE (rate of exchange) and date (auto-updated if changed)

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7.1 Activity layout

Each activity sits on a routing and contains:

• Activity type (e.g., Ocean Freight Container)
• From → To (or “At” address if address activity)
• Buying (red) on the left
• Selling (green) on the right
• Paying customer (who pays selling)
• Billing supplier (who charges buying)

You can either:

Work on Totals

Enter a single total buying and selling value at the activity header.
This removes detailed structure.

Work on Structure (recommended)

Each activity has price details (activity structure) with fields:

• Price detail (what will later appear on invoice)
• Evaluation type (how quantity is calculated), e.g.:
  • Per 20’
  • Per 40’ HC
  • Per TEU
• Quantity (auto-calculated from goods)
• Price + Currency
• Total value
• USD equivalent
• Tier type (if tiered pricing)
• Min / Max
• Comment

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7.2 Opening activity structure

Each activity has three arrows:

• Left (red) – open buying only
• Right (green) – open selling only
• Middle (gray/black) – open both

Inside each side you see a table of price details.

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7.3 Importing from agreements

Via the hamburger menu you can:

• Import from Agreement
  • Freightools finds matching buying/selling agreements based on:
    • Activity type
    • From/To addresses
  • You select one agreement and import its full structure.
• Load Buying Structure
  • Loads default structure configured for this activity (e.g., 20’, 40’, 40HC lines).
• Add Buying/Selling Condition
  • Manually add a new price detail.

You can also:

• Copy buying to selling
• Copy selling to buying

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7.4 Extracting price details

Each line has an Extract button which:

• Creates a new separate activity containing only that price detail.
  Useful when:
• One supplier → multiple pickups
• One activity needs to be split by address.

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8) Printouts & Emails Tab

This tab has three sections:

8.1 Printouts

• Freightools selects a default printout based on service mix and customer.
• Click Add New Printout to create a record.
• You can:
  • Preview
  • Click Create PDF to generate the document.

Document currency

Top-right allows choosing the currency for this single document, regardless of internal pricing currencies.

Generated PDFs appear in the Files section.

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8.2 Files

You can:

• Download generated PDFs
• Upload your own files (e.g., supplier emails, special rate confirmations, customer requests).

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8.3 Mails

Three buttons:

New Email

• Opens template-based editor
• Auto-fills parameters (customer name, POL, POD, etc.)
• You can edit, add recipients (To/CC/BCC), subject, and send directly from Freightools.
• All sent emails are logged.

Reply

• Opens the same editor but as a reply to an existing customer email.

Mail Log

• Full history of emails related to this SP.

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9) Assignments (Engagements) Tab

Used for CRM-style follow-ups, for example:

• “Called customer at 10:00 – no answer.”
• “Customer requested call back at 14:00.”

You can set reminders and track interactions tied to this SP.

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10) History Tab (Version Control)

Every time you click Save, Freightools stores a full version of the SP.

You can:

• View changes between versions
• Restore a previous version
• See who changed what and when

This is a built-in audit trail.

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What comes next

In a separate article you can document:

• Converting SP → Customer Shipment
• Creating Shipping Orders
• Operational execution.