Create and manage sales quotes

To easily track what prices you quote to prospective customers, you can produce sales quotes. Keep in mind that quotes don’t affect account balances. Once the customer accepts the quote, you can convert it to a sales invoice which automatically updates your ledgers with the values of the original quote.
You can also enter default quote settings such as terms and conditions and the default number of days until the quote expires. You should check your default settings before issuing your first quote.

Sales quotes (6:42)

To create a new quote

  • 1. From Sales, click Quotes & Estimates.
  • 2. Click New Quote.
  • 3. Enter the following information:

Choose the customer from the list. If you do not see the customer on the list, click Add a customer from the drop-down list to add them.

Customer * Choose the customer from the list.
Quote Date * Enter the date of the quote.
Expiration Date * This is the date the quote expires, which by default is 30 days from the quote date. You can enter another date or leave it blank if you don’t want it to expire. You can also change the default number of expiration days in the Default number of days field when you enter Terms and Conditions for quotes in Invoice Form settings.
Reference Enter a reference, for example, a job number.
Main Address * If there’s a main address in the customer’s record, this appears automatically. If the customer’s country is different from your business address, then both countries show on the quote. If the countries are the same, these won’t show.

If there is no address on their record, enter the address here.
Delivery Address By default, the delivery address is the same as the invoice address. If you don’t want to use this address, open the Delivery Address drop-down list and choose the required address. If the address doesn’t exist, choose Custom and enter the relevant information.
  • Indicates a required field.
  • 4. To provide a quote for a specific product or service, enter (or select it from the drop-down list) it in the Product/Service field. If the item isn’t listed and you want to add it, click Create an Item.
  • 5. Enter the following information:
Description * Enter a description for the quote. You can enter up to 2000 characters.
Ledger Account * Choose the ledger account for the quote.
Item Code If necessary, enter a code, for example a part number or stock code.
Qty/Hrs Enter the quantity of items included in this quote.
Price/Rate Enter the net value of the item.
Discount If you want to enter a discount as a fixed amount, enter the value in the Amount box and leave the percentage as zero. If you want to enter a discount as a percentage, leave the value in the Amount box as zero and enter the percentage in the % box.
Tax Rate * Choose the tax rate.
Tip: If you don’t see the option to choose a tax rate, check you’ve entered your tax rates correctly in Settings > Financial Settings.
Tax Amount * This calculates automatically based on the quantity, unit price and tax rate.
Total This is the total gross value of this item line.
  • Indicates a required field.
  • 6. Enter any notes and terms and conditions.
  • 7. To include any shipping charges, enter a value in the Shipping box. If applicable, choose the relevant tax rate.
  • 8. Choose one of the following options:
Save To save the quote.
Save & Email
Accounting quotes are hosted on the web, which means that your customers receive a hyperlink to their sales quote in the email. After clicking the hyperlink, they can review the sales quote, save it as a PDF, or print it from their web browser. Optionally, you can select Include PDF attachment if you want to include a PDF of the quote with the email.

Optionally, edit the Subject line, default email text in the Message field, or select Also print a copy to print the sales quote.|
|Save & Print|To save and print the quote. The quote opens in a new window or tab and you can choose to save or print the quote from your browser file menu.|
|Save & New|To save the current quote and then enter a new one.|

To save the quote as draft select the Save as draft check box before saving the quote. You can use this option if you’re not ready to send the quote to your customer yet. When you’re ready to send it, simply open the draft quote, make any changes as necessary, clear the check box and then click Save.

If you chose to email or print the quote, Yes displays in the Issued column on the Quotes and Estimates page and the quote is pending until your customer either accepts or declines it. Once they’ve done this, you can convert the quote to an invoice or mark it Declined.

To edit a quote

If you need to edit the quote, you should do so before converting it to an invoice. If you have already converted the quote, you must void the invoice before you can edit the quote.

  • 1. From Sales, click Quotes & Estimates.
  • 2. Click the required quote.
  • 3. Click Edit and make the changes as required.
  • 4. Click Save.

The sales quote now shows the new values. If the quote was previously declined, it’s now pending.

To convert a quote to an invoice

  • 1. From Sales, click Quotes & Estimates.
  • 2. Click the required quote.
  • 3. Click Create Invoice. The quote is converted to an invoice and displays on the New Invoice page.
  • 4. If necessary, change the details. For example, if your customer wants to change the quantity of items ordered.
  • 5. Save the invoice as a draft or click Save, Save & Email, Save & Print, or Save & New.

The status of the quote shows as Invoiced and the invoice displays on the invoice list. The sales quote list shows the invoice number created from the quote. You can link directly to the invoice from within the quote by clicking the invoice number link. The invoice also has a link to show which quote it was created from. If you void the invoice, the link is removed.

To mark a quote Declined

You cannot decline a draft quote. If the quote is a draft, you must first open the quote, clear the Save as draft check box and then save it.

  • 1. From Sales, click Quotes & Estimates.
  • 2. Click the required quote.
  • 3. On the right, click Mark as Declined.

The quote remains on the list but the status shows as Declined. If the customer changes their mind and decides to accept the quote, you can reactivate it by opening the quote and clicking Save. This changes the status to Pending and you can then convert it to an invoice if required.