Create a new sales quote
A quote is an exact price for a job that you agree with your customer before starting the work. Your quote should specify precisely the amount and type of work it covers, and the relevant costs.
Creating quotes in Sage Business Cloud Accounting is easy and they don’t affect your account balances. Once the customer accepts a quote, you can convert it to a sales invoice which automatically updates your ledgers with the values of the original quote, saving you even more time.
- Go to Sales then click Quotes & Estimates
- Click New Quote, then enter the following information:
|Customer *||Enter the customer’s name. As you start to type, a list of customers appears and you can click the required customer.
Alternatively, to add a new customer, click the arrow then click Add a customer. Enter the relevant information, then click Save.
|*Created* *||Enter the date of the quote.|
|*Expires* *||This is the date the quote expires and is usually 30 days from the quote date.
If required, you can overwrite this date or, if you want to leave the quote open, delete this date and the quote doesn’t expire.
|Reference||Enter a reference, for example, a job number.|
|Invoice Address *||If there’s a main address in the customer’s record, this appears automatically.
If there is no address on the customer’s record, click Add a main address then enter the address and click Update. This doesn’t update the address in the customer’s record.
|Delivery Address||By default, the delivery address is the same as the customer’s main address.
If you don’t want to use this address, click the Edit button then select whether you want to use the invoice address, no address or a custom one. If you select Custom, enter the address. To save the changes, click Update.
* These details are compulsory.
If you don’t want to add a product or service to the quote, skip to step 6.
- To provide an quote for a specific product or service; in the Product/Service box, type the description of the item. As you start to type, a list of your products and services appear and you simply click the relevant item.
Alternatively, you can create a new product and service record. To do this, click the arrow then click Add item. Enter the relevant information, then click Save.
- The details of the product or service appears on the next available item line. If necessary, make changes to the item’s information. For example, edit the quantity or price.
- To add more products or services to the invoice, repeat step 3 and 4.
- If you don’t want to add a product or service to the quote, 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 *||Enter the quantity of items included in this quote.|
|Unit Price *||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.|
|VAT Rate *||Choose the relevant VAT rate.
Tip: If your business is VAT registered and you don’t have the option to choose a VAT rate, check you’ve entered your VAT scheme correctly in Settings > Accounting Dates and VAT.
|VAT Amount *||This calculates automatically based on the quantity, unit price and VAT rate.|
|Total||This is the total gross value of this item line.|
* These details are compulsory.
- If the quote is for the sale of goods or services to a customer in the EU, click the double chevrons .
In the EU Good/Services list, choose whether this item is goods and related services or a stand-alone service.
If the customer is VAT registered, choose which EU Sales Description you want to appear on the invoice.
- To add more transactions, on the next line, repeat steps 6 to 7.
- If required, enter any Notes and Terms and Conditions in the boxes provided.
- If you want to attach a file such as a sales brochure, image or supporting documentation, select Attachment and then Upload files and then browse to the file.
- To include any postage charges in the estimate, under Carriage, choose the relevant VAT rate then enter the net amount.
- To view a breakdown of the VAT calculated, click View VAT Analysis. Then to return to the estimate, click the X icon at the top right-hand side of the window.
- If the quote is for a product and you’ve entered a cost price in the product record, to view the profit calculated on the quote, click Profit. If the item doesn’t have a cost price, or the cost price is zero, it’s not included in the profit calculation.
- Do one of the following:
|To save the quote as draft||Select the Save as draft check box, then click Save.
You should use this option if you’re not ready to send the estimate to your customer yet.
When you’re ready to send it, open the draft estimate and make any necessary changes to it. Then clear the Save as draft check box then click Save.
|To save the quote only||Click Save.|
|To save and email the quote||Click Save & Email. The Email Quote window appears. If the customer has an email address in their record, it appears in the To box. You can enter additional email addresses separated by a semicolon.
To receive a copy of the quote to your registered email address, select the Copy to me check box. The default email message appears in the body of the email. You can change this if required.
To print a copy of the quote, select the Also print a copy of this quote check box.
|To save and print the quote||Click Save & Print. The quote opens in a new window or tab and you can choose to save or print the quote from your browser file menu.|
|To save the current quote and create a new one||Click Save & New, then repeat steps 2 to 13 to create the new quote.|
You’ve successfully created the quote. If you chose to email or print the quote, Yes appears in the Issued column and the quote status is marked as 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 as declined.
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