Difference between revisions of "Quotes"

Revision as of 19:02, 10 January 2022

Quotes allow you to send estimates to potential customers to review and if they accept, WHMCS can instantly convert them into invoices for you.

You can work with quotes in the Billing > Quotes menu.

Client Area Quotes
Clients can view all of their quotes at My Quotes in the Client Area. Each quote displays the ID number, subject, creation and expiration dates, and the status.

Create a New Quote

To create a new quote:

Go to Billing > Quotes > Create New Quote.
Enter a subject for the quote. The client will be able to see this.
Alter the Date Created and Valid Until dates, if necessary. They will default to the current date and one month in the future, respectively.
Select whether the quote is for an existing client or a new client.
For new clients, enter their details in the provided text boxes. The system will only create an account for the client if or when the quote becomes an invoice.
For each item you wish to add to the quote, set a quantity, description, unit price, and discount percentage under Line Items.
- The system calculates the total by multiplying the Unit Price value by the Qty value and then subtracting the discount.
- To add more lines to the quote, click Save Changes and a new line entry will appear.
- To add a product that you already created at Configuration () > System Settings > Products/Services:
  1. Click Add a Predefined Product.
  2. Choose the desired product from the menu.
  3. Click Select.
    Note:
    This will retrieve the product name, group, and price, but it will not link the quote to the product. After the client accepts and pays for the quote, you must add the product to the client's products and services by clicking Add New Order in the client's profile's Summary tab.
Enter the text that you want to display at the top of the quote in the Proposal Text textbox.
Enter any desired customer notes and admin-only notes.
- Text that you enter in Customer Notes will display on the quote to the client.
- Text that you enter in Admin Only Notes will never display for the client.
Click Save Changes to save the quote.

Quote Actions

After you create a quote, you can perform several actions using the buttons at the bottom of the page.

You can view these by either creating a quote at Billing > Quotes > Create New Quote or clicking the ID number or edit icon for the quote at Billing > Quotes > Valid.

Duplicate

To create a copy of a quote, click Duplicate. You may want to do this if, for example, you want to retain a record of the previous drafts of the quote rather than altering them directly.

Printable Version and PDF

To view a printable version of a quote, click Printable Version.

You can perform several actions with the PDF version of the quote:

To view the PDF, click View PDF.
To download the PDF file, click Download PDF.
To send the PDF file as an email to the client's specified email address, click Email as PDF.
- This feature is disabled until you create and save the quote.
- The system will change the Stage value to Delivered automatically when you send the email.

Convert to Invoice

Convert Quote to Invoice

After the client accepts the quote, the system automatically marks it as Accepted. You must then convert the quote into an invoice and, if they do not already exist, create the client.

To do this:

Scroll down and click Convert to Invoice.
Select whether to generate one invoice or split the quote into a deposit and downpayment.
1. To create one invoice, select Generate a single invoice for the entire amount and set a due date.
2. To create two invoices, select Split into 2 invoices - a deposit and final downpayment. Then, enter the desired deposit percentage and due dates for each invoice.
Check Send Invoice Notification Email to send a notification email to the client. If you created two invoices, the system will send a notification email for both of them.
Click Submit.

Delete

To delete a quote, click Delete.

Closing a Quote

If a customer rejects a quote, you can close it by selecting Lost or Dead for Stage.

@@ Line 1: / Line 1: @@
 Quotes allow you to send estimates to potential customers to review and if they accept, WHMCS can instantly convert them into invoices for you.
-==Creating a Quote==
+You can work with quotes in the '''Billing > Quotes''' menu.
+<div class="docs-alert-info">
+<span class="title">Client Area Quotes</span><br />
+Clients can view all of their quotes at '''My Quotes''' in the Client Area. Each quote displays the ID number, subject, creation and expiration dates, and the status.
+</div>
+==Create a New Quote==
 To create a new quote:
-#Go to Billing > Quotes > Create New Quote.
-#Enter a subject for the quote (the client will be able to see this) and alter the creation and valid to dates, if necessary. They will default to today's date and one month in the future, respectively, by default.
-#Next, choose whether the quote is for an existing client or a new client. If it's for a new client, you can enter their details. The system will only create an account for the client if or when the quote becomes an invoice.
-#You are now ready to add the first line item to the quote.  For each item, you need to set a quantity, description, unit price and discount percentage. The system calculates the total as <tt>quantity x unit price - discount %</tt>.  If you want to add more lines to the quote, click the Save Changes button and a new line entry will appear. Note that the "Add a predefined product" option will pull in the product name, group, and price. However, it will not link the quote to the product. After the client accepts and pays for the quote, you will need to add these items to the client using a new order via the Add New Order option on the Client Summary page.
-#At the bottom of the page, you can set customer notes and admin only notes.  Customer notes will display on the quote to the client and admin only notes will never display for the client.
-==Delivering a Quote==
+# Go to '''Billing > Quotes > Create New Quote'''.
-Once you create a quote, you will want to email it to the customer.  You do this by clicking the Email as PDF button.  This option is disabled until you first save the quote (if adding a new one).  The system will change the Quote Stage to Delivered automatically once you send the email.  If you want to deliver it yourself via a ticket that's open with the customer, or another means, then you can also download the PDF quote to send it yourself.
+# Enter a subject for the quote. The client will be able to see this.
+# Alter the '''Date Created''' and '''Valid Until''' dates, if necessary. They will default to the current date and one month in the future, respectively.
+# Select whether the quote is for an existing client or a new client.
+# For new clients, enter their details in the provided text boxes. The system will only create an account for the client if or when the quote becomes an invoice.
+# For each item you wish to add to the quote, set a quantity, description, unit price, and discount percentage under '''Line Items'''.
+#* The system calculates the total by multiplying the '''Unit Price''' value by the '''Qty''' value and then subtracting the discount.
+#* To add more lines to the quote, click '''Save Changes''' and a new line entry will appear.
+#* To add a product that you already created at '''Configuration (<i class="fa fa-wrench" aria-hidden="true"></i>) > System Settings > Products/Services''':
+#*# Click '''Add a Predefined Product'''.
+#*# Choose the desired product from the menu.
+#*# Click '''Select'''. <div class="docs-alert-warning"><span class="title">Note:</span><br />This will retrieve the product name, group, and price, but it will not link the quote to the product. After the client accepts and pays for the quote, you must add the product to the client's products and services by clicking '''Add New Order''' in the client's profile's '''Summary''' tab.</div>
+# Enter the text that you want to display at the top of the quote in the '''Proposal Text''' textbox.
+# Enter any desired customer notes and admin-only notes.
+#* Text that you enter in '''Customer Notes''' will display on the quote to the client.
+#* Text that you enter in '''Admin Only Notes''' will never display for the client.
+# Click '''Save Changes''' to save the quote.
+== Quote Actions ==
-==Accepting a Quote==
+After you create a quote, you can perform several actions using the buttons at the bottom of the page.
-[[File:Convert to invoice1.png|thumb|Convert Quote to Invoice]]
-Once the client accepts the quote, the system automatically marks it as Accepted in your Admin Area. However, you will need to convert the quote into an invoice (as well as create the client account if a new customer).  WHMCS automates this process for you by clicking the '''Convert to Invoice''' button on the quote viewing page.
+You can view these by either creating a quote at '''Billing > Quotes > Create New Quote''' or clicking the '''ID''' number or edit icon for the quote at '''Billing > Quotes > Valid'''.
+===Duplicate===
-You have the choice of generating a single invoice for the entire amount or splitting it into two invoices (a deposit and final payment). This is useful for large amounts or design jobs.
+To create a copy of a quote, click '''Duplicate'''.  You may want to do this if, for example, you want to retain a record of the previous drafts of the quote rather than altering them directly.
-Select the ''Send Invoice Notification Email'' checkbox to send an invoice created notification email to the client. If you select the split option, the system immediately sends a notification email for both invoices.
+===Printable Version and PDF===
-==Duplicating a Quote==
+To view a printable version of a quote, click '''Printable Version'''.
-It is possible to duplicate a quote when viewing it with the Duplicate button.  You might want to do this if you want to keep a record of the previous drafts of the said quote rather than altering them directly.
-==Closing a Quote==
+You can perform several actions with the PDF version of the quote:
-If a customer rejects a quote, you can close the quote by setting the Stage menu to Lost or Dead.
+* To view the PDF, click '''View PDF'''.
+* To download the PDF file, click '''Download PDF'''.
+* To send the PDF file as an email to the client's specified email address, click '''Email as PDF'''.
+** This feature is disabled until you create and save the quote.
+** The system will change the '''Stage''' value to ''Delivered'' automatically when you send the email.
-==Customising the Quote Format==
+===Convert to Invoice===
-The quote is delivered as a PDF file, similar to the PDF invoices. You can customise the layout of the PDF in the same way you can with the [[PDF Invoice]].  The template file that controls the quote is "quotepdf.tpl" in your active template folder (templates/xxxxx).
-==Header & Footer==
+[[File:Convert to invoice1.png|thumb|Convert Quote to Invoice]]
-<div class="docs-alert-info">This section describes a feature available in version 7.0 and above.</div>
+After the client accepts the quote, the system automatically marks it as ''Accepted''. You must then convert the quote into an invoice and, if they do not already exist, create the client.
-It is possible to add a header or footer that is automatically repeated on every page of a multi-page PDF quote. If they are present in your theme, the system will include the following template files for every rendered PDF page:
+To do this:
+# Scroll down and click '''Convert to Invoice'''.
+# Select whether to generate one invoice or split the quote into a deposit and downpayment.
+## To create one invoice, select '''Generate a single invoice for the entire amount''' and set a due date.
+## To create two invoices, select '''Split into 2 invoices - a deposit and final downpayment'''. Then, enter the desired deposit percentage and due dates for each invoice.
+# Check '''Send Invoice Notification Email''' to send a notification email to the client. If you created two invoices, the system will send a notification email for both of them.
+# Click '''Submit'''.
-* quotepdfheader.tpl
+===Delete===
-* quotepdffooter.tpl
-The system only requires the respective header or footer files. For example, for a customized footer on each page, create a '''quotepdffooter.tpl''' file. You must store these files in the same directory as the '''quotepdf.tpl''' template file. During template processing, Smarty will provide each of these template files the same variables as '''quotepdf.tpl'''.
+To delete a quote, click '''Delete'''.
+==Closing a Quote==
-==Client Area==
+If a customer rejects a quote, you can close it by selecting ''Lost'' or ''Dead'' for '''Stage'''.
-[[File:ca-quotes.png|thumb|Client Area Quotes]]
-Clients can view all their quotes at any time via the My Quotes page of the client area. Each quote displays the ID number, subject, creation and valid until dates and the status. To download the PDF containing the full details, click the View/Download link.

Documentation