Quotes

Create professional quotes for your clients and convert them to invoices with one click when they're accepted.

# Creating a Quote

# From Scratch

1. Navigate to Accounting → Quotes
2. Click New Quote
3. Fill in the quote details:
   • Select or create a customer
   • Set the quote date and validity period
   • Add line items with descriptions and pricing
   • Add any notes or terms

# From a Previous Quote

1. Open an existing quote
2. Click Duplicate
3. Modify the details as needed
4. Save as a new quote

# Quote Details

# Customer Information

• Select from existing contacts or create new
• Customer details auto-populate from your CRM
• Billing address is included automatically

# Line Items

Each line item includes:

• Description — Product or service description
• Quantity — Number of units
• Unit Price — Price per unit
• Tax — Applicable tax rate (SST/GST)
• Amount — Calculated total

# Validity Period

Set how long the quote remains valid:

• Quote date (when issued)
• Valid until date (expiry)

# Notes & Terms

Add custom notes visible to the customer:

• Payment terms
• Delivery information
• Special conditions

# Quote Status

Quotes progress through these stages:

Status	Description
Draft	Work in progress, not sent to customer
Sent	Quote has been sent to customer
Viewed	Customer has opened the quote
Accepted	Customer accepted the quote
Declined	Customer declined the quote
Expired	Quote passed its validity date

# Sending Quotes

# Email Directly

1. Open the quote
2. Click Send
3. Customize the email message
4. Click Send Quote

The customer receives a professional email with:

• Quote summary
• PDF attachment
• Link to view online

# Download PDF

1. Open the quote
2. Click Download PDF
3. Share manually via email or messaging

# Converting to Invoice

When a customer accepts your quote:

1. Open the accepted quote
2. Click Convert to Invoice
3. Review the invoice details
4. The invoice is created with all quote details

The original quote remains linked to the invoice for reference.

# Quote Numbering

Quotes are automatically numbered sequentially:

• Format: QUO-YYYY-XXXX
• Example: QUO-2025-0042

Customize the format in Settings → Invoicing.

# Using Products

Speed up quote creation with your product catalog:

1. When adding a line item, click Add Product
2. Search your product catalog
3. Select the product
4. Quantity and pricing auto-populate

See Products & Services for managing your catalog.

# Tips for Better Quotes

# Be Clear and Detailed

• Include specific descriptions
• Break down complex services into line items
• Specify what's included and excluded

# Set Appropriate Validity

• Standard validity: 14-30 days
• Complex projects: 7-14 days
• Urgent requests: 3-7 days

# Follow Up

• Track quote status in the dashboard
• Send reminders before expiry
• Call to discuss if no response

# Quote Reports

View quote analytics in Accounting → Quotes:

• Total quotes sent
• Acceptance rate
• Average quote value
• Conversion time