Help/Invoicing/Quotes and repeat invoices
Quotes and repeat invoices
Send a price before the job and let the customer accept it online. When they say yes, it becomes an invoice in one click. For rent, retainers and monthly fees, set up a repeat invoice once and each one is made on its date.
Screenshots use a fictional business and figures. Select an image to view it full size.
Send a quote
Go to the Quotes tab and press New quote. It is the same form as an invoice: the customer, your lines from the service menu, and GST. Instead of a due date it has Valid until, which starts from how long your quotes are valid for in settings.
Press Save, then send it from the Send button, by email, WhatsApp or its link, just like an invoice.
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The Quotes tab shows what is Waiting on them, what is Accepted but not invoiced yet, and how many you won in the last six months. Each row says whether they have opened it.
Your quotes, and how many you win.
When they accept
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On their page, your customer reads the quote, types their full name and presses Accept, or presses Decline. You are told on Telegram if it is connected, and the quote shows who accepted and when.
Your customer accepts by typing their name. They said yes on the phone instead? Open the quote, press More and They said yes. If they said no, press They said no.
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Press Make the invoice. A new invoice is made from the same lines, dated today, with your usual payment terms. You can check it and edit it before sending. The quote then says Invoiced, with a link to the invoice.
Accepted. One click makes the invoice.
A quote is not in your books. Nothing goes into your P&L from a quote. The invoice it becomes is what counts.
Pro-forma invoices
A pro-forma is a priced document for a customer to pay against before the real invoice, for example a deposit before you order stock. It is not a tax invoice and it is not in your P&L. Press New pro-forma on the Quotes tab. It works like a quote, and Make the invoice turns it into the real invoice.
Repeat invoices
Go to the Repeat tab and press New repeat invoice. Fill in the customer and the lines as usual.
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Under When to make it, give it a Name for yourself, choose How often, the date for First invoice on, when it Stops, and when each one is Due.
Tick Email each one to them automatically to send each invoice the moment it is made. Leave it off to check each one and send it yourself. The sentence underneath reads the schedule back.
S$600 plus GST every month, emailed on the 1st. -
Press Save repeat invoice. Its page lists the invoices it has made and the schedule. Press Pause to stop for a while, Make the next one now to bring one forward, or Edit to change it.
Every invoice it made, and the schedule it follows.
Questions
What happens when a quote passes its valid date?
It shows as Expired and they can no longer accept it online. Edit it and give it a new date to send it again.
Can I change a quote they already accepted?
No. Make a new one if the price changed.
I paused a repeat invoice. Are the skipped months made when I resume?
No. Resuming never makes the ones you skipped. Use Make the next one now if you need one.
If I delete a repeat invoice, what happens to the invoices it made?
They stay. They are real invoices with their own history. Only future ones stop.