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Training › Sales › Lesson 2 of 5

Send a quote and convert it to an invoice

Send a customer a quote, then turn it into a tax invoice without re-typing anything.

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The steps

Find it

  1. In the menu on the left, under CORE, tap Invoicing & Quotes. On a phone, open the menu with the button at the top left first.
  2. Tap the Quotes tab. It lists only quotes, with their status: Draft, Sent, Accepted, Declined or Invoiced.

Send the quote

  1. Tap New Document and choose Quote. A quote posts nothing to your books.
  2. Tap Search client…, type Umhlanga and pick Umhlanga Health (Pty) Ltd.
  3. Tap Continue, then + Custom item, tap Type item description… and type Wi-Fi survey of the Umhlanga clinic.
  4. Tap the price, 0.00, and type 6500. The VAT and the total work themselves out.
  5. Tap Continue, check the review, then tap Send Quote.
  6. Choose Send via Email, then Send. The email carries Accept and Decline buttons, so the customer can answer it themselves.

Scenario: the customer accepts

  1. An accepted quote shows Accepted on this tab. Open it by its total, R 104 406.20, and tap Convert to Invoice.
  2. Check the customer, the lines and the total, then tap Convert to Invoice again.
  3. The new tax invoice has its own number and is ready to send. The quote stays on the Quotes tab, marked Invoiced.

Scenario: the customer wants a cheaper option

  1. Open your quote by its total, R 7 475.00, and tap Edit Document. A quote you have sent can still be changed.
  2. Tap Continue, tap the price, 6500, and type 5200. Then tap Continue and Save changes.
  3. Open it again by its new total, R 5 980.00, and tap Send via Email, then Send. To keep the first offer too, duplicate the quote and change the copy.

More detail is in the guide.

Check yourself

  1. Does a quote post anything to your ledger?

    • Yes, to sales
    • No, nothing posts until it becomes an invoice
    • Yes, to deferred revenue
    Show the answer

    No, nothing posts until it becomes an invoice

  2. What happens to the quote after you convert it?

    • It is deleted
    • It becomes a draft again
    • It stays in the list, marked Invoiced
    Show the answer

    It stays in the list, marked Invoiced

  3. What does the new tax invoice carry across from the quote?

    • The customer, lines and pricing, with a fresh invoice number
    • Only the customer's name
    • Only the total, as a single line
    Show the answer

    The customer, lines and pricing, with a fresh invoice number