Quotations
For managers. A quotation is a priced offer for a customer, valid until a date you choose. When they accept, it becomes an invoice with one click.
Create a quotation
Section titled “Create a quotation”- Go to Quotations and select New Quotation.
- Choose the Customer. The Quote Number is filled in (e.g. QT-0020); change it if you use your own numbering.
- Set the Quote Date and Valid Until.
- Add the items. For each line, pick a product under Product (optional) or leave it — custom — and type a Description, then the Qty, Unit Price (KES) and Tax %. Add Item adds another line.
- Add Notes such as terms or a delivery estimate, and select Save Quotation.
Unit prices are before VAT, which is added on top of each line at its Tax %. Picking a product fills in its price before VAT, so the line comes to the same price as at the till: the KES 5,390 4G MiFi Router fills in at KES 4,646.55, plus 16% VAT. For a tax-exempt product the Tax % is 0.
It’s saved as a Draft.
Send, accept, decline
Section titled “Send, accept, decline”- Send marks it as sent to the customer. It doesn’t email it: share the PDF yourself.
- When they reply, select Accept or Decline.
- A sent quotation past its Valid Until date shows as Expired.
Open a quotation by selecting its number. From there, Preview PDF (then save it) and Download Excel give you a copy to send.
Turn it into an invoice
Section titled “Turn it into an invoice”Select Convert on a sent or accepted quotation. It creates a draft invoice with the same items and prices, marks the quotation Accepted if it wasn’t already, and shows Converted on its row. Each quotation converts once. See Invoices.
The totals
Section titled “The totals”Across the top: Open Quotations, the Quoted Value of them, the Conversion Rate, and how many are Expiring Soon.