To track prices quoted to customers, create sales quotes. Quotes don’t impact account balances. Once a customer accepts a quote, convert it into a sales invoice. This will automatically update your ledgers with the original quote values.

Set up default quote settings like terms and conditions and expiration days. Check your settings before sending your first quote.

Create a new quote

 NOTE: Product or service details appear on the next line. Change the quantity or unit price if needed. To create a new item, click Create item, enter the information, and Save.

1. From Sales, click Quotes & Estimates.
2. Click New Quote.

3. Enter the following information:

   • Customer: Choose the customer from the list, or click Add a customer from the drop-down if not listed
   • Quote Date: Enter the date of the quote
   • Good Thru Date: The date the quote expires by default at 30 days from the quote date
     • You can enter another date or leave it blank if you don’t want it to expire
     • Change the expiration days in the Default number of days field under Terms and Conditions in Invoice and Form settings
   • Reference: Enter a reference such as a job number

      

   • Main Address: If there’s a main address in the customer’s record, this appears automatically
     • If there’s no address on their record, enter the address here
     • If the customer’s country is different from your business address, then both countries show on the quote
     • If the countries are the same, these won’t show
   • Delivery Address: By default, the delivery address is the same as the invoice address
     • If you don’t want to use this address, open the Delivery Address drop-down and choose the required address
     • If the address doesn’t exist, choose Custom and enter the relevant information

4. Enter the following information:

   • Description: Describe the quote in up to 2000 characters
   • Ledger Account: Choose the ledger account for the quote
   • Item Code: If necessary, enter a code, for example a part number or stock code
   • Qty/Hrs: Enter the quantity of items included in this quote
   • Price/Rate: Enter the net value of the item
   • Discount: To enter a fixed discount, input the Amount and set the percentage to zero
     • To enter a percentage discount, set the Amount to zero and input the percentage

   • Tax Rate: Choose the tax rate

     • If the tax rate option is missing, verify your tax rates in Settings under Financial Settings
   • Tax Amount: The system automatically calculates this based on the quantity, unit price and tax rate
   • Total: This is the total gross value of this item line

5. Enter any notes and terms and conditions.

6. To attach a file, select Attachment, Upload files, and browse to the file.

7. Choose one of the following options:

   • Save: To save the quote

   • Save & Email: To save and email the quote, the Email Quote window appears

     • If the customer has an email address in their record, it appears in the To box
     • You can enter other email addresses separated by a semicolon
     • Customers receive a hyperlink to their sales quote in the email
     • They can review, save it as a PDF, or print it from their browser
     • Optionally, select 'Include PDF attachment' to include a PDF of the quote with the email
     • Edit the Subject line, email text, or select Also print a copy to print the sales quote
   • Save & Print: This opens a new tab to save or print from your browser menu
   • Save & New: To save the current quote and then enter a new one

Select Save as draft before saving the quote if you're not ready to send it. When ready, open the draft, make changes, uncheck 'Save as draft,' and click Save.

Emailing or printing the quote shows Yes in the Issued column. The quote is pending until accepted or declined, then convert or mark it as Declined.

Track sales quotes

View details to manage and track sales quotes, including creation date, email/print status and conversion to an invoice.

 NOTE: You can only view the document timeline in sales quotes created after 01/03/2019. 

1. Go to Sales and then select Sales Estimates & Quotes.
2. Select an existing quote created after 01/03/2019.
3. Hover over the following options to view the details:

To edit the quote, do so before converting it to an invoice. After converting the quote, void the invoice to enable quote editing.

1. From Sales, click Quotes & Estimates.
2. Click the required quote.
3. Click Edit and make the changes as required.
4. Click Save.

The sales quote now displays the new values. A previously declined quote is now pending.

Convert a quote to an invoice

1. From Sales, click Quotes & Estimates.
2. Click the required quote to open it.
3. Click Create Invoice. The system converts the quote to an invoice and displays it on the New Invoice page.
4. If necessary, change the details. For example, if the customer wants to change the quantity of items ordered.

The quote status updates to Invoiced, and the invoice appears on the invoice list. The sales quote list displays the invoice number, which links directly to the invoice. The invoice also links back to the originating quote. Voiding the invoice removes the link.

Mark a quote Declined

 NOTE: You can’t decline a draft quote. If the quote is a draft, you must first open the quote, clear the Save as draft check box and then save it. 

1. From Sales, click Quotes & Estimates.
2. Click the required quote.
3. On the right, click Mark as Declined.

The quote stays on the list as Declined. If the customer accepts later, open the quote, click Save to change the status to Pending, then convert it to an invoice.