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.

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.

2) Sales Proposal Statuses

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

1228. New Request

      • Initial state before confirmed buying/selling totals.

1229. Open (Offered)

      • Activated automatically once valid buying and selling totals exist and the proposal is offered.

1230. Approved

      • Used when the customer accepts the proposal.

1231. Rejected

      • Used when the customer declines the proposal.

1232. Canceled

      • Used for mistaken or duplicate proposals.

These represent the commercial lifecycle of the SP.

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.

4) Basic Information Tab

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

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.

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.

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:

4435. Origin (inactive, blank)

4436. Pickup container (inactive)

4437. POL – Genoa (active)

4438. Ocean Freight (master, active)

4439. Transshipment (floating, optional)

4440. POD – Shanghai (active)

4441. Delivery container (inactive)

4442. 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.

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

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)

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

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.

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

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.

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.

8.2 Files

You can:

• Download generated PDFs

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

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.

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.

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.

What comes next

In a separate article you can document:

• Converting SP → Customer Shipment

• Creating Shipping Orders

• Operational execution.