Configuring Quotes and Invoices

The “Quote & Invoice Settings” allows you to configure and customize features related to quotes and invoices.

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Quotes and invoices general settings

1. Select the “Settings” module from the left panel. Under the “Modules,” choose the “Quotes & Invoices.” Select the “Quote and Invoice General Settings.”

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General tab

The General tab allows you to configure settings for quotes and invoices.

• Maximum Digits for Round-off: Set the number of decimal places for rounding off amounts.

Discount Options:

• Discount Type: Choose the default discount type (Fixed Amount or Percentage).
• Apply Discount at: Select the level at which discounts are applied (Transaction Level or Line-Item Level).

Tax Settings:

• Choose Address Type for Adding Taxes: Specify which address type to use for tax calculations (Billing Address or Service Address).

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Quote tab

The Quote tab lets you customize settings specific to quotes.

• Quote Prefix: Define a prefix for quote numbers.
• Default Remarks for Quote: Add default remarks that will appear on all quotes.
• Allow Contact to Accept Quote?: Enable or disable the option for contacts to accept quotes directly (Yes/No).
• Auto-convert Quote to Invoice?: Choose whether to automatically convert a quote to an invoice upon acceptance (Yes, Save as Draft | Yes, Save and Send, or No).
• Choose Invoice Payment Term: Set the default payment term for invoices generated from quotes (e.g., 10-day term).
• Choose Invoice Template: Select a default invoice template for quotes converted to invoices.
• Default Expiry Period (in days): Specify the default validity period for quotes.
• Get Contact Sign on Approval?: Decide if a contact’s signature is required upon quote approval.
• Can Field Executive Create Quote?: Allow field executives to create quotes. (Yes/No).
• Can Field Executive Access All Quotes?: Allow field executives to access all quotes (Yes/No).
• Allow FE to View Quotes Only in Job?: Restrict field executives to view only quotes associated with their assigned jobs (Yes/No).
• Allow Payment Collection?: Enable payment collection for quotes (Yes/No).
• Allow Sending Payment Link to Contact?: Allow sending payment links to contacts for quotes (Yes/No).
• Mandate Contact to Pay Deposit on Quote Approval?: Require contacts to pay a deposit upon approving a quote (Yes/No).
• Payment Mode Facilitating the Payment: Select the default payment mode.
• Allow Field Executive to Collect Payment?: Allow field executives to collect payments for quotes (Yes/No).
• Allow Sending Receipt to Contact?: Enable sending receipts to contacts after payment (Yes/No).
• Default Quote Email Template: Choose a default email template for sending quotes.
• Default Deposit Payment Receipt Template: Select a template for deposit payment receipts.
• Notify Created User on Status Updates?: Notify the user who created the quote about status updates (e.g., Accepted/Rejected/Requested for Changes) (Yes/No).
• Default Quote PDF Filename: Set the default filename format for quote PDFs.
• Choose Quote Component: Select components to include in quotes.

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Invoice tab

The Invoice tab allows you to configure settings specific to invoices.

• Invoice Prefix: Define a prefix for invoice numbers.
• Default Remarks for Invoice: Add default remarks that will appear on all invoices.
• Can Field Executive Create Invoice?: Allow field executives to create invoices (Yes/No).
• Can Field Executive Access All Invoices?: Allow field executives to access all invoices (Yes/No).
• Allow FE to View Invoices Only in Job?: Restrict field executives to view only invoices associated with their assigned jobs (Yes/No).
• Allow Sending Public Link to Customers?: Allow sending public invoice links to customers (Yes/No).
• Allow Payment Collection?: Enable payment collection for invoices (Yes/No).
• Allow Sending Payment Link to Contact?: Allow sending payment links to contacts for invoices (Yes/No).
• Payment Mode Facilitating the Payment: Select the default payment mode.
• Allow Field Executive to Collect Payment?: Allow field executives to collect invoice payments (Yes/No).
• Allow Sending Receipt to Contact?: Enable sending receipts to contacts after payment (Yes/No).
• Default Invoice Email Template: Choose a default email template for sending invoices.
• Default Deposit Payment Receipt Template: Select a template for deposit payment receipts.
• Default Invoice PDF Filename: Set the default filename format for invoice PDFs.
• Choose Invoice Component: Select components to include in invoices.
• Enable Automatic Payments?: Enable automatic payment processing for invoices (Yes/No).

Tip Settings:

• Allow Tipping?: Enable invoice tipping (Yes/No).
• Tip Amount Percentages (%): Set predefined tip percentage options (e.g., 10%, 15%, 20%).
• Allow Custom Tip Amount?: Customers can enter a custom tip amount (Yes/No).

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Financing tab

The Financing tab lets you set up financing options for quotes and invoices.

• Enable Financing?: Turn financing options on or off (Yes/No).
• Payment Mode: Facilitating the Payment: Select the payment mode for financing.
• Amount Range to Facilitate Financing Option (in USD): Define the amount range for financing.

Click the “Save” button to save the quote and invoice general settings.

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Service packages

Before providing an official price quote or estimate, a business or service provider may send a preliminary document or communication to a potential client. This is called a “Proposal.” It is usually used when the project or service scope needs clarification or definition before determining a specific price.

1. Select the “Settings” module from the left panel. Under the “Modules,” choose the “Quotes & Invoices.” Select the “Service Packages.”

2. Select the “Service Packages” and click the “+ New Package.”

3. Under the “Service Package Details” section:

• Name – Enter the name of the service package.
• Description – Enter the description of the service package.
• Remarks - Enter the remarks.
• Click the ”+ Add” button to add individual parts, products, and services.
• Alternatively, use the dropdown menu next to the ”+ Add” button to: o Add from Group: Select a predefined group of items to add to the package.
• Bundle: Add a product or service bundle. Note that bundles added here will not appear as a product type in the filter menu.

Click “+ Save Package” to save the service package.

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Proposal templates

The proposal templates are predefined templates to link the service packages. This template is a basic format for creating a quote proposal. You can customize it to include specific details related to your products or services.

1. Select the “Settings” module from the left panel. Under the “Modules,” Choose the “Quotes & Invoices.” Select the “Proposal Templates.”

2. Select the “Proposal Templates” and click “+ New Template.”

2. Enter the template name and description. Click “Proceed” to enter the template details.

3. Upload the image. Add the service packages. Click “Save” to create the proposal template.

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Tax settings

1. Select the “Settings” module from the left panel. Under the “Modules,” choose the “Quotes & Invoices.” Select the “Tax Settings.”

2. Click “+ New Tax.”

a. To add the Tax details:

• Tax Name – Enter the tax name.
• Tax Rate – Enter the %
• Is this a Regional tax – You can choose either “Yes” or “No” to enable/disable regional tax.
• Associate tax to tax group – Add a checkmark to link tax to the tax groups.

Click “Create” to create the new tax.

b. To add the Tax group

Click the ”+ New Tax Group” option to add the appropriate tax options under a single category.

• Tax Group Name – Enter the tax group name.
• Taxes – Toggle on the required taxes.

Click “Create” to create the new tax group.

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Payment modes & terms

1. Select the “Settings” module from the left panel. Under the “Modules,” choose the “Quotes & Invoices.” Select the “Payment Modes & Terms.”

2. Under “Payment Mode,” click the “+ New Payment Mode .”

3. A dialog box appears. Enter the payment mode details – Name, Type, and details.

Click “Create” to create the payment mode.

4. Under “ Payment Term,” Click “+ New Payment Term.”

5. Enter the name of the payment term and the number of days.

Click “Create” to create the payment term.

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Follow up reminders

The users can instantly send follow-up reminders before or after a particular date via SMS or Email.

1. Select the “Settings” module from the left panel. Under the “Modules,” choose the “Quotes & Invoices.” Select the “Follow-up Reminders .”

2. Click “+ New Reminder” to create the follow-up reminder.

3. a) Under Choose Module - Select the Module: Quotes or Invoice.

b) Under “Remind To”- The user can send a follow-up reminder to the back office and the customer. The dropdown box list: “Customer,” “Selected Users,” and “Selected Teams.”

c) Under “Reminder Name” - Type the name for the reminder.

d) Under “Remind After / Remind Before” - The reminder can be sent “Before” or “After.”

e) Under “Reminder Type” -The reminder type can be either “SMS” or “Email.”

f) SMS Body & Available Components – Choose the available components and create the SMS body.

Click “Create” to create the follow-up reminder.

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Quotes & invoices templates

The users can instantly send follow-up reminders before or after a particular date via SMS or Email.

1. Select the “Settings” module from the left panel. Under the “Modules,” choose the “Quotes & Invoices.” Select the “Quotes & Invoice Templates.”

2. Click “+New Template” and you can choose either “Quote” or “Invoice .”

3. Fill in the template details and click “Save Template .”

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Quote custom fields

1. Select the “Settings” module from the left panel. Under the “Modules,” choose the ” Quotes and Invoices.” Select the “Quotes Custom Fields.”

Text

• Single-Line Input: This allows you to create a field to enter a single line of free text.
• Multi-Line Input: This allows you to create a field to enter multiple lines of free text.

Date

• Date Input: This allows you to create a field to select a specific date from a calendar.
• Time Input: This allows you to create a field where you can select a specific time.
• Date Time Input: This allows you to create a field where both date and time can be selected.

Selection

• Single-Selection: This allows you to create a radio input Field where one of the provided options can be selected.
• Multi-Selection: This allows you to create check boxes where the provided options can be checked.
• Drop-Down: This allows you to create a drop-down field with the required list of options.

Media

• Upload: This allows you to create a file input field to upload files.

Misc

• Look up : This allows you to create a file input field to look up the products from the parts and services module.

Click “Create New” to create the “Custom Field” group.

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Invoice custom fields

1. Select the “Settings” module from the left panel. Under the “Modules,” choose the “Quotes and Invoices.” Select the “Invoices Custom Fields.”

Text

• Single-Line Input: This allows you to create a field to enter a single line of free text.
• Multi-Line Input: This allows you to create a field to enter multiple lines of free text.

Date

• Date Input: This allows you to create a field to select a specific date from a calendar.
• Time Input: This allows you to create a field where you can select a specific time.
• Date Time Input: This allows you to create a field where both date and time can be selected.

Selection

• Single-Selection: This allows you to create a radio input Field where one of the provided options can be selected.
• Multi-Selection: This allows you to create check boxes where the provided options can be checked.
• Drop-Down: This allows you to create a drop-down field with the required list of options.

Media

• Upload: This allows you to create a file input field to upload files.

Misc

• Look up : This allows you to create a file input field to look up the products from the parts and services module.

Click “Create New” to create the “Custom Field” group.

With the “Quote & Invoice Settings ,” you can tailor every aspect of your quotes and invoices to suit your business needs.