Quotations

Overview

A quotation is a formal price offer you send before a sale, typically for business or wholesale customers. When the customer says yes, you convert it into a real sale in one click, and stock and the books update as for any other sale.

Creating a quotation (/quotations/new)

1. Open Quotations > Create Quotation.
2. Enter the customer (a person or a business name).
3. Optionally link to a registered client, so the quotation, and the invoice made from it, show in that client's portal.
4. Add the items: search a product by code or name and set the quantity.
5. Set tax %, discount and shipping if they apply. The total is calculated for you.
6. Add a note if you want one (terms, validity, delivery).
7. Save.

A new quotation starts as Pending.

The quotation list (/quotations)

Every quotation is listed with its customer, date, total and status.

Move a quotation between Pending, Accepted, Rejected and Expired from its row menu.

Converting to a sale

Choose Convert on a quotation. StockOps:

1. Creates a real sale with the quotation's items and amounts.
2. Takes the stock out of inventory and records the sale in the books.
3. Marks the quotation Converted and links it to that sale.

A converted quotation can't be converted again, and can't be deleted, because a sale now depends on it. If an item is out of stock, the conversion is refused with a clear message and the quotation stays as it was.

Quotations in the client portal

If a quotation is linked to a registered client, that client can see it, and the invoice created when it is converted, in their portal. See Clients & the Client Portal.