This guide covers the full lifecycle of a sales document, from enabling the feature to converting it into an invoice

The Quotes feature is not available on the Sole Trader Free or Property Free plans.

The following process applies to Quotes, Estimates, Proforma Invoices, and Sales Orders. The type of document is determined when you create it, and they are distinguished by these prefixes:

• QTE = Quote

• EST = Estimate

• PFI = Proforma Invoice

• SO = Sales Order

Create a New Document

1. On the "Dashboard" click on the "Quotes" title.

2. Click the "Create quote" button.

3. Fill in the required fields.

4. Select the appropriate document type (Quote, Estimate, etc.) from the Quote type drop-down list.

5. Click the Save draft button.

Manage the Document Workflow

All new documents begin in the "Draft" tab and move through different tabs as they are processed.

The Draft Tab

All newly created documents appear in the Draft tab.

• To process a document: Once you're ready, click the drop-down list under the Options column and select Mark Complete. This moves it to the Complete tab and allows it to be emailed.

• Batch actions: You can also tick the checkboxes beside multiple documents to Mark complete or Delete them in bulk.

The Complete Tab

This tab holds documents ready to be sent or awaiting a customer response.

• Emailing: Click the "Options" drop-down for the relevant document and select "Email" to send it to the customer.

• Accepting/Rejecting:

  • The customer can accept or reject the document via a link in the email.

  • Alternatively, you can manually update its status by selecting Mark Accept or Mark Rejected from the Options drop-down.

• Batch actions: You can select multiple documents and use the "Mark accepted" or "Mark rejected" buttons.

• Rejected documents: Rejected documents are moved to the "Rejected" tab. They can be unmarked as rejected to return them to the "Complete" tab if needed.

The Accepted Tab

This tab holds all documents the customer has approved.

• Convert to invoice: Click the Options drop-down and select Create Invoice.

  • Note: Documents can be converted to invoices from any of the tabs (Draft, Complete, or Accepted).

• Auto-population: The new invoice form will be automatically populated with the document's details. The invoice reference will contain the original quote/order number it was generated from.

• Final step: All documents that have been converted to an invoice will be moved to the Invoiced tab.