Quotes

Create a quote

1. 1Open Quotes and click New quote. Choose the customer and the language.
2. 2Enter the line items as on an invoice. Under Valid until you set a deadline — empty means: no deadline.
3. 3Click Finalise quote. Only now does the quote get its number, and it can no longer be changed.

The New quote button is locked as long as the company details are not confirmed, no customer exists yet or no subscription is running.

If you do not need quotes, hide them under Settings → Business → Company, card Menu, with Quotes in the menu. This applies to the whole team.

Send it

On the finalised quote, click Send by email, occasion Quote. The email contains the PDF, the link to accept and — if set — the deadline.

If you handed it over another way, click Mark as sent.

Let the customer accept online

Every finalised quote has its own link and a six-digit code. Both are shown on the quote in the card Accept online.

Invobookz does not send the code. The email only contains the link; you give the customer the code another way — by phone, by message. That way nobody who only saw the email can accept.

• The customer sees sender, number, amount and date, enters the code and their name and clicks Accept this quote.
• All owners then get an email. On the quote, the history shows Accepted — with time and name.
• After Valid until has passed, the quote can no longer be accepted online. The last day still counts.
• After ten wrong codes within an hour, the link is locked. New link issues a new link and code; the old ones stop working.

Convert into an invoice

On the finalised quote, click Convert to invoice. This works with or without acceptance — an accepted quote does not become an invoice by itself.

• Customer, line items, service date, currency, language, discount, payment method and header and footer text are taken over.
• The invoice starts as a draft, with today’s date and the usual payment terms. You check it and finalise it.
• A quote becomes an invoice only once. The quote then shows Became invoice with the link.
• If the quote has expired and was not accepted online, you are asked first — if the customer agreed anyway, confirm and the invoice is created as usual.

Withdraw, and the status in the list

If a quote no longer applies, click Withdraw quote on it. The number stays assigned, the acceptance link tells the customer from then on that it was withdrawn, and no invoice can be created from it. If it has already become an invoice, cancel the invoice instead.

The list of quotes shows what became of each one: open, accepted, expired, withdrawn or invoiced.