Create and send professional quotes to clients, then convert them to invoices.
Creating a Quotation
Quotation creation is a two-step wizard.
Step 1 — Contact
- Go to Quotations → + New Quotation
- Select a Contact from the dropdown (search by name, email, or company)
- Optionally star the contact to Bookmark This Contact
- Under Billing Address, the contact's primary address is auto-populated — edit as needed or click Load Saved Address to pick a different saved address
- Under Shipping Address, toggle Use a different shipping address to enter a separate delivery address
- Click Next to proceed to Settings
Step 2 — Settings & Items
Fill in the details then add line items:
| Field | Notes |
|---|---|
| Document No. | Only shown if manual quotation numbering is enabled in Settings |
| Currency | Defaults to your primary currency |
| Date | Required |
| Due Date | Optional |
| Tax Inclusion Type | Include All Tax / Do Not Include Any Tax / Include Custom Tax |
| Remarks | Internal notes (printed on the document) |
| Notes for Quotation / Invoices | Rich-text field; supports bold, lists, and embedded images. Click Load Preset to insert a saved Note Preset |
Adding Line Items
Click + Product or + Custom to add a line:
- Product — select from your product catalog; unit price is auto-filled
- Custom — enter a free-text name and price directly
For each line you can adjust the quantity, override the unit price, and apply a per-line discount. Drag the handle on the left to reorder lines. Use the toggle on each row to enable or disable a line without removing it.
To apply a discount across multiple lines, click Add Custom Discount.
Bundling Items
Enable the Group as bundle on quotation switch to group items under a bundle label on the printed document. Select one or more rows, then click Create Bundle to assign a bundle name.
Click Save to save the quotation.
Quotation Statuses
| Status | Meaning |
|---|---|
| Draft | Saved, not yet submitted |
| Pending | Submitted and awaiting client response |
| Invoiced | An invoice has been generated from this quotation |
| Completed | Fully completed |
| Cancelled | Cancelled; can be deleted |
The quotation overview page shows a progress stepper: Draft → Pending → Invoiced → Completed. A cancelled quotation is shown as a terminal state outside the normal flow.
Custom statuses
You can define additional statuses in Settings → Custom Statuses to match your workflow (e.g. Sent, Accepted, Rejected). They appear alongside the built-in statuses in the status selector.
Quotation Overview
Click any row in the quotations list to open the overview page. From here you can:
- Preview the PDF inline and Download it
- See linked invoices generated from this quotation
- View the Comments thread and Events activity log
- Take actions via the action buttons (see below)
Actions
All actions are available from the ⋮ menu in the list or from the overview page.
| Action | When available | What it does |
|---|---|---|
| Duplicate Quotation | Any status | Creates a copy as a new draft |
| Revise Quotation | Draft or Pending | Marks the current quotation as Pending (if Draft) then creates a new draft revision |
| Mark as Pending | Draft only | Moves the quotation to Pending status |
| Generate Invoice | Any active status | Creates an invoice from this quotation; you choose the invoice date and optional due date |
| Schedule Invoice | Any active status | Sets up recurring automatic invoice generation (daily/weekly/monthly/yearly) |
| Send Email | Any active status | Emails the quotation PDF; enter one or more comma-separated addresses |
| View PDF | Any status | Opens the generated PDF in a new tab |
| Cancel | Not completed, cancelled, or invoiced | Cancels the quotation; may require a reason code if configured in Settings |
| Delete | Cancelled only | Permanently deletes the quotation |
Warning
Delete is permanent and cannot be undone. A quotation must be cancelled before it can be deleted.
Generating an Invoice
From the list or overview:
- Open the ⋮ menu → Generate Invoice
- Enter the Invoice Date (required)
- Optionally enter a Due Date
- Click Generate Invoice
The new invoice opens automatically and is linked back to the original quotation.
Scheduling Recurring Invoices
Use Schedule Invoice to automatically generate invoices on a repeating schedule:
- Open ⋮ → Schedule Invoice
- Set the Start Date, Recurring Type (Daily / Weekly / Monthly / Yearly), Interval, and Number of Times
- Preview the scheduled invoice dates
- Save the schedule
Tip
Schedule Invoice is only available when manual invoice numbering is enabled in Settings → Running Numbers.
Filtering & Exporting
Use the filter bar to narrow results by date range, status, contact, assigned user, or contact group. A summary card above the table shows totals per status.
To export, select rows (or leave unselected to export all filtered results) then click Export. The export is processed in the background; you will be notified when the file is ready to download.