Configuring Quotes and Invoices
The “Quote & Invoice Settings” allows you to configure and customize features related to quotes and invoices.
Navigation: Settings -> Modules -> Quotes and Invoices - > Quotes and Invoices General Settings
Quotes and invoices general settings
- Select the “Settings” module from the left panel. Under the “Modules,” choose the “Quotes & Invoices.” Select the “Quote and Invoice General Settings.”
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).
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.
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).
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.
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.
Navigation: Settings -> Modules -> Quotes and Invoices -> Service Packages
- Select the “Settings” module from the left panel. Under the “Modules,” choose the “Quotes & Invoices.” Select the “Service Packages.”
- Select the “Service Packages” and click the “+ New Package.”
- 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.
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.
Navigation: Settings -> Modules -> Quotes and Invoices -> Proposal Templates
- Select the “Settings” module from the left panel. Under the “Modules,” Choose the “Quotes & Invoices.” Select the “Proposal Templates.”
- Select the “Proposal Templates” and click “+ New Template.”
- Enter the template name and description. Click “Proceed” to enter the template details.
- Upload the image. Add the service packages. Click “Save” to create the proposal template.
Tax settings
Navigation: Settings -> Modules -> Quotes and Invoices - > Tax Settings
- Select the “Settings” module from the left panel. Under the “Modules,” choose the “Quotes & Invoices.” Select the “Tax Settings.”
- 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.
Payment modes & terms
Navigation: Settings -> Modules -> Quotes and Invoices - > Payment Modes & Terms
- Select the “Settings” module from the left panel. Under the “Modules,” choose the “Quotes & Invoices.” Select the “Payment Modes & Terms.”
- Under “Payment Mode,” click the “+ New Payment Mode .”
- A dialog box appears. Enter the payment mode details – Name, Type, and details.
Click “Create” to create the payment mode.
- Under “ Payment Term,” Click “+ New Payment Term.”
- Enter the name of the payment term and the number of days.
Click “Create” to create the payment term.
Follow up reminders
The users can instantly send follow-up reminders before or after a particular date via SMS or Email.
Navigation: Settings -> Modules -> Quotes and Invoices -> Follow up reminders
- Select the “Settings” module from the left panel. Under the “Modules,” choose the “Quotes & Invoices.” Select the “Follow-up Reminders .”
- Click “+ New Reminder” to create the follow-up reminder.
- 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.
Quotes & invoices templates
The users can instantly send follow-up reminders before or after a particular date via SMS or Email.
Navigation: Settings -> Modules -> Quotes and Invoices -> Quotes & Invoices Templates
- Select the “Settings” module from the left panel. Under the “Modules,” choose the “Quotes & Invoices.” Select the “Quotes & Invoice Templates.”
- Click “+New Template” and you can choose either “Quote” or “Invoice .”
- Fill in the template details and click “Save Template .”
Quote custom fields
Navigation: Settings -> Modules -> Quotes and Invoices -> Quotes Custom Fields
- 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.
Note: You can also control the behavior and visibility of each field using the following options:
- Mark as Required Field - Makes the field mandatory to fill out before submitting the form.
- Mark as Read Only—This option makes the field non-editable; users can view the value but cannot modify it.
- Mark as hidden field- This hides the field from all users; it will not appear in the form interface.
- Hide to FE/Technician- This option makes the field invisible to technicians or front-end users during form access.
Click “Create New” to create the “Custom Field” group.
Invoice custom fields
Navigation: Settings -> Modules -> Quotes and Invoices -> Invoices Custom Fields
- 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.
Note: You can also control the behavior and visibility of each field using the following options:
- Mark as Required Field - Makes the field mandatory to fill out before submitting the form.
- Mark as Read Only—This option makes the field non-editable; users can view the value but cannot modify it.
- Mark as hidden field- This hides the field from all users; it will not appear in the form interface.
- Hide to FE/Technician- This option makes the field invisible to technicians or front-end users during form access.
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.