Quotations

Quotation act as a formal statement setting out the estimated cost for a particular product or service. In our system, quotation can to convert to an invoice, which eliminate manual invoice creation by referring quotation information.

• Prerequisite

• How to add a quotation

• How to filter quotations

• How to export quotation

• How to send quotation to customer

• How to convert quotation into invoice

How to add a quotation

1. Go to Quotation page

2. Click on or if the list of quotations is empty.

3. Fill in the necessary fields marked (*). The descriptions of some fields are as such:

   Field	Description
   Customer	(required) Indicates this quotation is belongs to the selected customer
   Quotation Date	(required) The date that this quotation is issued
   Due Date	(required) The date that this quotation is due
   Quotation Number	(required) A running number for quotation with prefix and editable auto-generated number that can be configured at setting page under Customization-Sales, see Quotation Setting page
   Ref Number	Optional reference number indicating the invoice

4. Products & services and its price are required fields. Select one/multiple quotation products & services, adjust the amount if necessary.

   

   
   If none of the products & services is desired or if the list is empty, click on the text field following by to add a new product & service.
   Please refer to How to add Products & Services for instructions on how to add a new product & service.

   {info} You can add more products by clicking [ Add a Product & Service]

5. If the product or service is subject to tax, then check the box of

6. Payment term, , is optional to be filled, by default it would be due on receipt date.

7. Notes field, , is an optional field to be added additional notes, if has any.

8. Templates field, , is a required and automatically filled field.
   The template can be chosen from the available templates in settings as shown below.

   

   It can be modified in templates settings , see How to use template editor .

9. Discount can be filled in the format of fixed amount or percentage by choosing from the options below.

   

10. Tax can be added by selecting from the list of available taxes or create new tax with .
    To create a new tax, please refer to How to add new tax

11. Save Quotation or
    By selecting , the quotation will be saved and sent to the client's email

How to filter quotations

1. Click on

2. Fill up the filter(s) you need:

   {info} Changes will automatically applied

   

   Field	Type	Description
   Customer	Dropdown with Search	Customer name
   Status	Dropdown	Quotation status: Draft, Sent, Viewed, Expired, Accepted, Rejected
   From	Date	Quotation which dated from this date onwards
   To	Date	Quotation which dated before this date
   Quotation Number	Text	Quotation number which matched Quotation's table QUOTATION column

Methods to reset filter

1. Click Clear All at filter fields area.
2. Remove the value you have inserted, it will recognized it as no filter input.

How to export quotation

Export Single Quotation (pdf)

Method 1: via. Quotation's table

1. At Quotation page , click on triple dots at the right most column.
   
2. Click
3. The download will begin.
   
   

Method 2: via. Quotation view

1. At Quotation page , click to view.
2. At quotation view page, click on top right corner's triple dots button
3. Click to begin download.
   • (alt.) Or, move your mouse over the pdf display, click the download icon on the appearing top bar

How to send quotation to customer

Method 1: via. Quotation's table

1. At Quotation page , click on triple dots at the right most column.
   
2. Click
3. Click on the confirm message.
   

   {info} Options on recipient, PDF attachment, copy to myself can be modified before sending in step 3
   

Method 2: via. Quotation view

1. At Quotation page , click to view.
2. Click to send quotation.
3. Sending options are to be referred to step 3 in Method 1.

{success} An email is sent to customer with link to view quotation PDF in both methods 1 and 2

Additional setting

You can setup your 'reply to' email address by following steps:

1. Go to Settings page
2. Then go to Notifications subpage
3. Fill in your 'reply to' email address at [Send Notifications to / Send Emails From] field
4. Click
5. Optional options can be enabled as below for notifications when customers view the invoices / quotations sent.
   

How to convert quotation into invoice

{info} Get ready a quotation first, refer create quotation

1. At Quotation page , click on triple dots at the right most column.
2. Click or to convert to invoice.
3. Click on the confirm message.
   

   {success} Done 🎉 You can view your converted invoice at Invoice page .