Creating and managing quotations

The quotation feature in Billtobox helps entrepreneurs to create quotations for potential clients. This article explains how to create and manage quotations.

Table of contents:

• Creating a quotation
• Sending a quotation via email
• Converting a quotation to an invoice
• Changing quotation status
• Viewing your quotations
• Editing a quotation
• Downloading a quotation
• Deleting a quotation
• Frequently asked questions

 

Creating a quotation

To create a new quotation:

1. Go to the Quotation menu.
2. Click on Create new quotation.
3. Fill in the quotation details:
   • Select the quotation date
   • Set a validity date
   • Give it a number
   • Add a PO number (optional)
   • Select the language of the quotation
   • Select an existing customer or create a new one
   • Add product information (or select products from your product catalog by typing the product name in the Service field):
     • Description
     • Rate/price
     • Quantity
     • Unit
     • VAT rate
     • Discount rate (optional)
   • Add a comment (optional)
4. Click Save to store your quotation as a draft.

When you save a quotation, it will be in draft status, which allows you to make further changes before sending it to your client.

 

Sending a quotation via email

To send a quotation to your client via email:

1. Go to the Quotation menu.
2. Find the quotation to send.
3. Click Send.
4. In the pop-up window that appears:
   • Add one or multiple email addresses
   • Add CC recipients if needed
5. Click Send to deliver the quotation.

 

Converting a quotation to an invoice

Once your client accepts a quotation, you can easily convert it to an invoice:

1. Go to the Quotation menu.
2. Find the quotation to convert.
3. Click the Convert to invoice option.
4. The invoice will be in draft status in your sales invoices list. You can still edit it before sending it.

The quotation status will be updated to reflect that it has been converted to an invoice.

 

Changing quotation status

You can update the status of a quotation to track its progress:

1. Go to the Quotation menu.
2. Click on the quotation for which you want to change the status to see its details.
3. Click Status, then select one of the available statuses:
   • Canceled
   • Processing
   • On hold
   • Completed

 

Viewing your quotations

A list of all your created quotations is visible when you access the Quotation menu. From this overview, you can see:

• Quotation number
• Quotation date
• Validity date
• PO number
• Amount
• Status

 

Editing a quotation

To edit an existing draft quotation:

1. Go to the Quotation menu.
2. Find the quotation to edit.
3. Click Edit.
4. Make your changes.
5. Click Save.

 

Downloading a quotation

You can download your quotation in different formats:

1. Go to the Quotation menu.
2. Find the quotation you want to download.
3. Click Pdf to download the quotation in PDF-format or click Download for XML-format.

 

Deleting a quotation

To delete a quotation:

1. Go to the Quotation menu to see your list of quotations.
2. Select the quotation(s) to delete.
3. Click Delete.
4. Confirm your decision when prompted.

Note that you can only delete quotations that are in draft status.

 

Frequently asked questions

Can I create a quotation without a customer?
No, you must select or create a customer before saving a quotation. This ensures your quote has a recipient when you're ready to send it.

What happens to my quotation after I convert it to an invoice?
The quotation remains in your list of quotations with an updated status indicating it has been converted to an invoice. This maintains your records while allowing you to proceed with billing.

 

Next steps

• How to create an invoice
• How to send an invoice