Estimates & Quotes

Provide professional pricing and proposals to your clients.

Interface Overview

Business Overview

An Estimate (or Quote) is used to propose prices for goods or services. It does not affect stock or accounting and acts as a professional document to be shared with potential customers.

Workflow Integration

Estimates can be converted to Sales Orders or Invoices, creating a streamlined sales workflow:

• Estimate → Sales Order → Invoice: Traditional workflow with intermediate confirmation step
• Estimate → Invoice: Direct conversion for faster processing
• Proforma Invoice: A variant of estimates used for international trade or formal quotations

Actions

Creating an Estimate

1. Go to Sales > Estimates.
2. Click the Add Estimate button.
3. Document Type: Choose between "Estimate" or "Proforma Invoice"
4. Customer: Select the potential client.
5. Expiry Date: Set the date until which this quote is valid.
6. Items: Add products or services. You can apply specific discounts for this proposal.
7. Click Save.
8. Effect: This is an information-only document.

Document Types

• Estimate: Standard quotation for domestic sales
• Proforma Invoice: Formal quotation for international trade or regulatory requirements

Viewing & Sending

|- Open the Estimate to view the formatted PDF. |- Use the "Send via Email" or "Send via WhatsApp" buttons to share the quote with your client.

Updating an Estimate

1. Find the estimate in the list and click Edit.
2. Modify items, prices, or expiration dates.
3. Click Update.

Deleting

|- Estimates can be deleted at any time if they haven't been converted to a Sales Order or Invoice.

Workflow Conversion

Estimates can be used to create downstream documents in two ways:

Method 1: Direct Conversion

1. Open the Estimate detail view
2. Click "Convert to Invoice" button
3. The system creates a new invoice with all estimate data
4. Estimate conversion count is incremented

Method 2: Via Sales Order

1. Create a new Sales Order
2. Use the "Load from Estimate/Proforma" dropdown selector with embedded search
3. Select from accepted estimates only
4. All estimate data (customer, items, pricing, terms) loads automatically
5. Modify as needed and save
6. Estimate conversion count is incremented

Status Tracking

• Draft: Initial state, editable
• Sent: Shared with customer
• Accepted: Customer agreed to terms
• Converted: Used to create sales order or invoice
• Declined: Customer rejected proposal
• Expired: Past validity date

Conversion Counting

The system tracks how many times an estimate has been converted:

• One-to-Many: A single estimate can create multiple sales orders or invoices
• Visual Indicators: Conversion badges show in estimate detail view
• Parent References: Orders and invoices show their source estimate