Difference between revisions of "Quotes"

Latest revision as of 18:16, 2 May 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 access this feature at Billing > Quotes.

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 and click Create New Quote.
Enter a subject for the quote. The client will be able to see this.
Configure the Date Created and Valid Until dates. 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 or, prior to WHMCS 8.0, Setup > Products/Services > Products/Services:
  1. Click Add a Predefined Product.
  2. Choose the desired product from the menu.
  3. Click Select.
    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 new quote or by clicking the ID number or edit icon.

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 down payment.
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 access this feature at '''Billing > Quotes'''.
-#To create a new quote, begin by going to Transactions > Quotes > Create New
-#Enter a subject for the quote (this will be visible by the client) and alter the creation and valid to dates if necessary which will default to todays day and one month in the future respectively by default
-#Next, choose if the quote is for an existing client or a new client, and if it's for a new client, you can enter their details and only if the quote is accepted will a client account be created for them
-#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 total is calculated as quantity x unit price - discount %.  If you want to add more lines to the quote, click the Save Changes button and a new line entry will appear
-#At the bottom of the page, you can set customer notes and admin only notes.  Customer notes will be shown on the quote to the client and admin only notes will never be shown to the client.
-==Delivering a Quote==
+<div class="docs-alert-info">
-Once a quote has been created, you will want to email it to the customer.  You do this by clicking the Email as PDF button.  This option will be disabled until you first save the quote if adding a new one.  The Quote Stage will be changed to Delivered automatically once the email has been sent.  If you want to deliver it yourself via a ticket you have open with the customer or another means then you can also download the PDF quote to send it yourself.
+<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>
-==Accepting a Quote==
+==Create a New Quote==
-If the client accepts the quote, you need to mark it as accepted in WHMCS and convert it into an invoice (aswell as creating 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 will be given the choice of generating a single invoice for the entire amount or splitting it into 2 invoices - a deposit and final payment - useful for large amounts or design jobs.
-==Duplicating a Quote==
+To create a new quote:
-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.
+# Go to '''Billing > Quotes''' and click '''Create New Quote'''.
+# Enter a subject for the quote. The client will be able to see this.
+# Configure the '''Date Created''' and '''Valid Until''' dates. 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 and Services|Products/Services]]''' or, prior to WHMCS 8.0, '''Setup > Products/Services > Products/Services''':
+#*# Click '''Add a Predefined Product'''.
+#*# Choose the desired product from the menu.
+#*# Click '''Select'''. <div class="docs-alert-warning">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 '''[[Clients:Summary Tab|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 ==
+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 new quote or by clicking the '''ID''' number or edit icon.
+===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===
+[[File:Convert to invoice1.png|thumb|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 down payment.
+## 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'''.
+===Delete===
+To delete a quote, click '''Delete'''.
 ==Closing a Quote==
-If a customer rejects a quote, you can close the quote by setting the Stage dropdown to Lost or Dead.
-==Customising the Quote Format==
-The quote is delivered as a PDF file, similar to the PDF invoices and so you can customise the layout of the PDF in the same way as you can with the [[PDF Invoice]].  The template file that controls the quote is named "quotepdf.tpl" in your active template folder (templates/xxxxx).
-==Client Area==
+If a customer rejects a quote, you can close it by selecting ''Lost'' or ''Dead'' for '''Stage'''.
-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.

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