Invoices & Quotes

Quotes (Proposals)

What is a Quote?

A Quote is a formal price proposal sent to a potential customer before they commit to a purchase.

Creating a Quote

1. Go to Quotes → Click + New Quote
2. Or from a Deal → Create Quote
3. Fill in:
   • Quote Title — Descriptive name
   • Contact / Account — Who it's for
   • Deal — Linked opportunity (optional)
   • Valid Until — Expiry date
   • Currency — Transaction currency

Adding Line Items

1. Click Add Item
2. For each item:
   • Product/Service name
   • Description
   • Quantity
   • Unit price
   • Discount (% or fixed)
   • Tax rate
3. System auto-calculates: Subtotal, Tax, Total

Quote Templates

Choose from professional templates:

• Modern (clean, minimal)
• Corporate (formal, detailed)
• Creative (colorful, branded)
• Custom (your own design)

Templates include your logo, colors, and terms automatically.

Quote Actions

• Send via Email — Attach as PDF
• Send via WhatsApp — Share PDF link
• Download PDF — Save locally
• Duplicate — Copy to create a new version
• Convert to Invoice — Turn accepted quote into invoice

Quote Lifecycle

Draft → Sent → Viewed → Accepted → Invoiced
                     → Rejected → Revised

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Invoices

What is an Invoice?

An Invoice is a bill sent to a customer for goods/services delivered or agreed upon.

Creating an Invoice

1. Go to Invoices → Click + New Invoice
2. Or from a Deal/Quote → Create Invoice
3. Fill in:
   • Invoice Number — Auto-generated (INV-001, INV-002...)
   • Invoice Date — When it's issued
   • Due Date — Payment deadline
   • Contact / Account — Bill to
   • Currency — Transaction currency

Adding Line Items

Same as quotes:

• Product/Service, Description, Qty, Rate, Discount, Tax
• Auto-calculates totals

Invoice Fields

Field	Description
Document Number	Auto-generated invoice number
Invoice Date	Issue date
Due Date	Payment deadline
Status	Draft, Sent, Paid, Overdue, Cancelled
Payment Status	Unpaid, Partially Paid, Paid, Refunded
Grand Total	Total amount due
Amount Paid	How much received
Balance Due	Remaining amount
Notes	Payment instructions, thank you note
Terms	Payment terms and conditions

Invoice Status Flow

Draft → Sent → Viewed → Paid
                     → Partially Paid → Paid
                     → Overdue → Paid/Written Off
                     → Cancelled

Sending Invoices

• Email — Send with PDF attachment
• WhatsApp — Share invoice PDF
• Download — Save as PDF
• Print — Direct print

Recording Payments

1. Open an invoice → Click Record Payment
2. Enter:
   • Amount received
   • Payment date
   • Payment method (Bank Transfer, Cash, UPI, Cheque, Card)
   • Reference/Transaction number
3. Invoice auto-updates to "Paid" or "Partially Paid"

Invoice Templates

Customize your invoice appearance:

• Upload company logo
• Set brand colors
• Choose layout (standard, compact, detailed)
• Add custom footer (bank details, terms)
• Multiple templates for different use cases

Recurring Invoices (Coming Soon)

• Set up automatic recurring invoices
• Monthly, quarterly, or annual frequency
• Auto-send on schedule

Tax Configuration

• Set default tax rates (GST, VAT, etc.)
• Multiple tax rates per item
• Tax-inclusive or exclusive pricing
• Tax summary on invoices

Invoice Approval Workflow

For organizations requiring approval before sending:

1. Create invoice → Status: Draft
2. Submit for approval → Goes to manager
3. Manager approves → Status: Approved
4. Send to customer → Status: Sent

Configure in Settings → Workflows → Approvals.

Reports

• Revenue by month/quarter
• Outstanding invoices (aging report)
• Payment collection rate
• Top customers by revenue
• Overdue invoice summary

Tips

• Set payment terms in Settings for auto-calculated due dates
• Use templates for consistent professional appearance
• Track overdue — Set up WhatsApp/email reminders for unpaid invoices
• Bulk invoice — Create invoices for multiple deals at once
• Duplicate — Copy previous invoices for recurring clients