Manage your sales quotes

To easily track what prices you quote to prospective customers, you can produce sales quotes.

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.

To create a new quote

  1. Sales > Quotes & Estimates > New Quote.
    To create a quote using Safari on an iPad, hold down the Sales tab > choose Open > Quotes & Estimates > New Quote.
  2. Enter the following information:
Customer * Enter the customer name. As you type, a list of your customers appears > choose the customer from the list.

Tip: To add a new customer, click the [Search for customer] drop-down > Add a customer > enter the relevant information > 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. The expiry date automatically calculates from the Quote Default Days to Expiry in Invoice & Quote Settings. 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 their record, click Add a main address> enter the address > 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 > select whether you want to use the invoice address, no address or a custom one. If you select Custom, enter the address > Update.

* These details are compulsory.

  1. To provide a quote for a specific product or service, in the [Search for Product/Service] box, type the description of the item.
  2. As you type, a list of your product and services appears > choose the required item.

The details of the product or service appears on the next available item line. If necessary, you can change this information, for example, the quantity or unit price. If you need to create a new product or service record, click Create Product or Create Service > enter the relevant information > Save.

  1. To add more products or services to the invoice, repeat step 3.
  2. 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 > Financial Settings.
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.

  1. If the quote is for the sale of goods or services to a customer in the EU, click the double chevrons > choose whether this item is goods and related services or a stand-alone service.

If the customer is VAT registered, you must also choose which EU sales description you want to appear on the invoice.

  1. To add more transactions, on the next line, repeat steps 5 to 6.
  2. If required, enter any notes and terms and conditions.
  3. To include any postage charges in the quote > Carriage > enter the net amount > choose the relevant VAT rate.

If required, to view a breakdown of the VAT calculated, click Total VAT, then to return to the quote, close the VAT Analysis 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.

  1. Choose one of the following options:
Save as draft To save the quote as draft select the Save as draft check box > Save. 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 and clear the Save as draft check box > Save.
Save To save the quote only.
Save & Email To save and email the quote. 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 subject line by default contains the quote number, value, and quote and expiry date, you can change this if required. The default email message appears in the body of the email, you can also change this if required.

To also print a copy of the quote, select the Also print a copy of this quote check box.
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.

You’ve successfully created the quote. If you chose to email or print the quote, Yes appears in the Issued column 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 as declined.

Track your sales quotes

To help you manage and keep track of the sales quotes you create, you can view details such as when you created the quote, if you emailed or printed it and if you converted the quote to an invoice.

You can only view the document timeline in sales quotes created after 01/03/2019.

  1. Go to Sales and select Sales Estimates & Quotes.
  2. Select an existing quote created after 01/03/2019.

Hover over the following options to view the details:
CreatedShows the date and time you created the quote.
SentSent as PDF – Shows as manually submitted. If you then email the quote, it will change to emailed.
Emailed – Shows the customer’s email address or addresses and the date and time you sent the email for all email addresses in the To and CC lines of the email.
Green – shows when at least one of the emails have sent.
Red – If one email fails to deliver.
You may need to refresh this page to update this status.
ViewedShows the email address and date when the customer viewed the email.
If tracking is important, you can clear the Include attachment check box in the email window.
If your customer’s email provider doesn’t confirm when they view emails, the Viewed status doesn’t update. This means your customer may have viewed the sales quote even if the status hasn’t changed.
To use the viewed status, you must email the quote when you create the quote or when you click into the individual quote. It is not possible to track the viewed status if you email it from the Sales Estimates & Quotes page.
Invoiced /
Expired /
Invoiced – Shows the date and time you created an invoice from the quote.
Expired – If the quote expires, it shows the expiry date and time.
Declined – Shows the date and time the customer declined your quote.

To convert a quote to an invoice

  1. Sales > Quotes & Estimates > click the required quote.
  2. More drop-down > Create Invoice.

The invoice appears with the same details as the quote. If required you can amend the details, for example, if your customer wants to change the quantity of items ordered.

  1. To save the invoice as a draft or pro forma, click the Save as check box then click the relevant option.

Draft and pro forma invoices don’t update your accounts until you convert them.

  1. Click one of the following options:
  • Save – Saves and closes the invoice.
  • Save & Email – Amend the text as required then click Send.
  • Save & Print – Depending on your browser, the invoice opens in a new window or tab and you can print it from your browser menu.
  • Save & New – Saves and closes this invoice and you can then create a new invoice.

You’ve successfully converted the quote to an invoice. The status of the quote shows as Invoiced and the invoice appears 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 as declined

You can’t decline a draft quote. If the quote is a draft, you must first open the quote > clear the Save as draft check box > Save > then follow the steps below.

  1. Sales > Quotes & Estimates > click the required quote.
  2. More drop-down > Set 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.

If you make any changes to a declined quote, the status changes to Pending.

To email, print or copy a quote

  1. Sales > Quotes & Estimates > click the required quote.
  2. Choose one of the following options:
  • Email – Check the email addresses are correct > enter the message you want to appear in the email > Send.

    You can enter additional email addresses separated by a semicolon.
  • PDF – The PDF opens in a new window. From here you can choose to print or save the PDF to your computer.
  • Copy – Amend any necessary details, for example, you may want to quote for the same items but change the customer the quote is being sent to > Save.

To edit a quote

If you need to edit the quote, you should do so before converting it. If you’ve already converted the quote, before you can make any changes, you must first void the invoice.

  1. Sales > Quotes & Estimates > click the required quote.
  2. Edit > make the changes as required > Save.

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

To delete a quote

If you want to keep your quote numbers sequential, we recommend setting the invoice as declined rather than deleting it. If the quote has been converted to an invoice, when you delete the quote, the link between the invoice and the quote is removed.

  1. Sales > Quotes & Estimates > select the check box next to the required quote.
  2. Click the delete button > Yes.

You’ve successfully deleted the quote.