Quotes

Quotes allow providing clients with estimates or previews of charges prior to an official invoice. Clients can sign in to their Client Portal to approve quotes, or your organization can approve quotes on behalf of a client. Approved quotes can be quickly converted to invoices so that you do not need to enter the same information twice.

Drafts Table

All of your quotes in Draft status can be viewed in the table. By default, other users' drafts will not be visible. The table supports the following fields:

• Quote #: the unique number associated with this quote. See Number Sequencing to configure this.
• Name: the name of the quote as it will appear throughout your organization's dashboard.
• Client: the client to issue the quote to. Quotes cannot be issued to vendors (however, a vendor can also be a client).
• Created Date: the date the quote was created.
• User: the name of the user who created the quote.
• Status: the status of the quote.

To view an existing quote, click the view icon. To create a new quote, enter the details into the top of the table and hit Enter.

History Table

The history table is identical to the drafts table except that it only shows quotes that have been submitted and are no longer drafts. This includes quotes in the Pending, Approved, Canceled, and Denied statuses.

Creating a Quote

After entering the details into the top of the Drafts table and hitting Enter, you can work on your draft by clicking the view icon.

Basic Information

At the top of the quote, some essential details can be entered.

• Quote #: the unique number associated with this quote. Leave blank to use the auto-generated number from your Number Sequencing configuration or enter the desired number if your number sequencing configuration allows doing so.
• Name: the name of the quote as it will appear throughout your organization's dashboard.
• Project: the project the quote will be associated with.
• Quote Date: the effective date of the quote.
• Expiry Date: the expiration date of the quote.

Line Items Table

In the table, the quote line items can be entered. These are the products that you are offering to sell to the client. Note that for stock items, approving a quote within your organization moves the line item quantities into the committed status, reducing the sellable inventory of the product.

The table supports the following fields:

• Product: the product to sell to the client. You can also create new products by typing the name of the new product and clicking the + Create ... option. Whether or not these products appear permanently in your product catalog is determined by the Update Catalog from Transactions setting.
• Price: the price of each product unit. If the product already has a price available, it will automatically populate here.
• Quantity: the number of units being sold to the client.
• Tax Rate: the tax rate to be used for taxable products. The product's tax rate override will populate if set, otherwise the organization's default tax rate will populate if set.

Available Actions

When viewing a quote, there will be actions available to you via the buttons at the top right of the quote.

For any quote:

• Download PDF
  • Download a PDF copy of the quote
  • Or click the down arrow for:
    • Print PDF: print a copy of the quote from your browser.

For draft quotes:

• Submit
  • Submit the quote for approval
  • Or click the down arrow for:
    • Duplicate: create a duplicate of this quote.

For submitted quotes, these options may be available via the top-right button. Click the button's down arrow, if available, to see all available options.

• Approve for Client: if your client has not yet approved the quote, you can approve the quote on their behalf.
• Create Invoice: create an invoice from this quote if one has not been created already.
• Duplicate: create a duplicate of this quote.