Creating Quotes

The Quotes module allows you to create professional quotations for your customers with automatic VAT calculation, PDF generation, and seamless conversion to sales orders.

Creating a Quote

Starting from Scratch

To create a new quote:

1. Navigate to the Sales module
2. Click the Create Quote button
3. Fill in the quote header information:
   • Customer: Select from your contacts (required)
   • Quote Date: Auto-filled to today (editable)
   • Valid Until: Quote expiry date (default 30 days)
4. Add line items (see below)
5. Click Save

Starting from a CRM Lead

If you have a qualified lead in your CRM:

1. Navigate to the CRM module
2. Click on the lead
3. Select Create Quote
4. Customer details are pre-filled from the lead
5. Expected revenue is suggested as the quote total

Adding Line Items

Selecting Products

1. Click Add Line Item
2. Select a product from your product catalogue
3. The price and description auto-fill from the product record
4. Adjust quantity as needed
5. Add more line items as required

Custom Line Items

For products not in your catalogue:

1. Click Add Line Item
2. Select "Custom" or leave product blank
3. Manually enter:
   • Description: What you're providing
   • Quantity: Number of units
   • Price: Unit price in GBP (£)
4. The system calculates line totals automatically

Editing Line Items

• Quantity: Change to update the line subtotal
• Price: Override the default product price if needed
• Description: Customise for this specific quote
• Remove: Delete a line item by clicking the trash icon

VAT Calculation

Automatic Calculation

SME System automatically calculates VAT at the UK standard rate of 20%:

• Line Subtotal: Quantity × Price
• Line VAT: Subtotal × 20%
• Line Total: Subtotal + VAT
• Quote Total: Sum of all line totals

VAT Override

For special cases (e.g., zero-rated or exempt items):

1. Click on a line item
2. Change the VAT rate from the dropdown:
   • Standard (20%)
   • Reduced (5%)
   • Zero (0%)
   • Exempt
3. The totals recalculate automatically

VAT Numbers

If the customer has a VAT number on their contact record:

• It appears on the quote
• Used for B2B VAT accounting
• No VAT charged for intra-EU transactions (with valid VAT number)

Quote Totals

Understanding the Breakdown

Your quote shows:

• Subtotal: Sum of all line subtotals (before VAT)
• VAT: Total VAT on all line items
• Total: Subtotal + VAT (amount customer pays)

Currency

All amounts are in British Pound Sterling (£) as per UK business requirements.

Generating PDF Quotes

Creating the PDF

1. Save your quote
2. Click the Generate PDF button
3. The PDF downloads automatically
4. Includes:
   • Your company logo
   • Customer details and address
   • Line item table
   • VAT breakdown
   • Payment terms
   • Quote reference and dates

Customising Templates

PDF templates can be customised with:

• Your company logo
• Payment terms
• Footer notes
• Colour scheme

Contact support for template customisation.

Sending Quotes to Customers

Email from SME System

1. Save the quote
2. Click Send Email
3. The email opens with:
   • Customer email address pre-filled
   • Quote PDF attached
   • Professional email template
4. Add a personal message
5. Click Send

Manual Sharing

Download the PDF and share via:

• Email (your own email client)
• File sharing services
• Print and post

Converting Quotes to Orders

When a Quote is Accepted

1. Navigate to the quote
2. Click Convert to Order
3. The system creates a sales order with:
   • All line items copied
   • Customer details preserved
   • VAT calculation maintained
   • Original quote referenced
4. The linked CRM lead moves to "Won" stage

Partial Acceptance

If a customer accepts only part of a quote:

1. Create a new quote with accepted items
2. Convert that to an order
3. Create a revised quote for remaining items
4. Track both separately

Managing Quotes

Quote Status

Quotes have the following statuses:

• Draft: Not yet sent to customer
• Sent: Sent to customer, awaiting response
• Accepted: Customer has accepted
• Rejected: Customer has declined
• Expired: Valid until date passed
• Converted: Converted to an order

Tracking Follow-ups

Use the CRM to track quote follow-ups:

• Link quotes to CRM leads
• Log customer communications
• Set reminders for follow-up dates
• Track conversion rates

Best Practices

Quote Accuracy

• Review Before Sending: Check all details carefully
• Clear Descriptions: Ensure line items are clearly described
• Realistic Pricing: Use accurate pricing from your product catalogue
• Appropriate Validity: Set expiry dates that work for your business

Professional Presentation

• Use Your Logo: Upload your company logo for branded PDFs
• Payment Terms: Specify clear payment terms
• Contact Details: Ensure your contact information is current
• Quote References: Use consistent numbering for tracking

Follow-up Process

• Send Promptly: Send quotes within 24 hours of discussion
• Schedule Follow-ups: Set reminders to check on quote status
• Track Conversion: Monitor which quotes convert to orders
• Learn from Rejections: Understand why quotes are rejected

Troubleshooting

VAT Calculation Wrong

If VAT seems incorrect:

• Check the VAT rate on each line item
• Verify customer VAT number is correct
• Ensure prices are in GBP (£)
• Check for custom line items with manual VAT rates

PDF Not Generating

If the PDF fails to generate:

• Ensure all required fields are filled
• Check that customer details are complete
• Verify line items have descriptions
• Try refreshing the page and regenerating

Customer Not Appearing

If a customer isn't in the dropdown:

• Check they exist in the Contacts module
• Ensure they're marked as a customer (not supplier)
• Verify you have permission to view contacts
• Create the customer first if they don't exist

Next Steps

• Learn about the CRM module
• Manage your product catalogue
• Convert quotes to orders