Getting Started with Quotation and Invoice
1. Setting Up
1.1. Company Information
A thing you need to do before starting to use the quotation and invoice feature is to
set up the company’s details.
Figure 1. Company Information in the Settings Page
1.2. Items/Fees/Taxes
We suggest you start setting up your quotation and invoice templates by first adding in some
items, fees, or taxes that you will often use here. For example, Goods and Services Tax (GST)
of 7 percent will be used frequently.
Figure 2. Adding a new item, fee, and tax
1.3. Quotation Template
If you use a couple of similar quotations often (i.e. quotations with similar items, payment
terms, extra fees, discounts, etc), you can create a template for that quotation in Quotation
Template in the Settings menu.
Figure 3. Example for quotation template
Some of the highlights of the template window are these:
1. Template title: Fill in the title for this particular template.
2. Reference Numbering: you can add the prefix for the preference numbering and
choose whether you want the numbering to be auto- or manually-generated.
3. Items, Taxes, and Fees: Add items, taxes, and/or fees that are usually supposed to be
in the quotation.
4. Payment terms: If payment is not to be completed in one term, you can set the amount
here (e.g. 50% upon quotation accepted and 50% upon services rendered).
5. Acknowledge by: For the acknowledgment by the recipients. In most cases, this will
be left empty for the template since this will differ between quotations.
6. Issued by: Fill this with information of your company (whoever issues the quotation).
7. Signature: If you have a digital signature, upload it here to reduce work for future
quotations created.
8. Terms & Conditions: If there is any terms and conditions document, you can upload
them here. Maximum file size for this is 3MB.
1.4. Invoice Template
You will notice that invoice template does not look much different from quotation template.
You are still able to create a template for invoice if you think you are going to use a certain
template often. However, there is another nifty way where you can create an invoice. This will
be discussed in 3. Creating Invoice.
Figure 4. Example for invoice template
2. Creating Quotation
Quotation for leads are created through the OneCard. Right click on a lead’s name and click
the “Add New” button that is currently used to add Appointments and Tasks. You can create
a quotation from a template that you have created or from a completely blank form.
Figure 5. Creating quotation for a lead
Figure 6. Choosing templates for the quotation
Upon confirming the quotation, here’s the list of features to follow up on the quotation:
1. Reminders: you can create reminders to follow up with the leads (SMS, email, and
push notification).
Figure 7. Reminder page for the quotation
2.
Email: you can send the quotation to your leads through the email widget.
Figure 8. Email widget and preview of quotation created
Created quotation will be saved in the OneCard as well. Click “More” after opening the
OneCard to see the list. It will also be recorded in the activity trail.
3. Creating Invoice
Creating invoice works the same way as creating the quotation. The only difference is you can
create an invoice based on the quotations that have been created for that particular lead.
Figure 9. Creating invoice based on template for the lead
Some notes on creating invoice based on quotation:
1. Quotations which have been used as a basis for creating an invoice (i.e. it has been
used for invoice before) will NOT appear in the list.
2. Invoice based on quotations with multiple payment terms (50-50 payment terms) can
only be created in order. You need to create the invoice for the first payment before it
will allow you to create the second invoice (even though they are based on one
quotation).
3. If you’re using prefix, do NOT forget to change the prefix for the invoice since it just
copies the prefix from the quotation and there’s a possibility that the reference number
for quotation and invoice will be EXACTLY the same.
Similar to quotation, you can create reminder for invoice, as well as sending the invoice via
email to the corresponding lead.
Figure 10. Email widget and preview of invoice created
4. Finding Your Quotation and Invoice
Once created, your quotation and invoice will be stored in QuickDesk until you delete them.
There are two ways which you can access quotations and invoices you have created:
1. Go to your lead, and navigate to Quotation or Invoice tabs, depending on what you are
looking for.
2. Go to the Files Page, navigate to Quotation folder. Both quotations and invoices you
have created are stored in that folder. You are able to download these files (in pdf
form) here.