Quotations and invoices

Before you start

• You are an owner, manager or salesperson.
• The customer is in Kade, with their price level and credit limit (see the Customers and credit lesson).

Step by step

1. New quotation

Press F4 from anywhere to start a new quotation in Sales & Invoicing. First, choose the customer.

2. Add lines

Search for items by name, code or barcode, and press Enter to add one. Each line shows the stock on hand, and the price follows the customer's price level.

3. Mark as sent

Save draft. Drafts have no number yet. Mark as sent gives the quotation its number, ready to share with the customer.

4. Convert to invoice

When the customer agrees, Convert to invoice. Choose the lines and quantities to bring across, then Convert. Every price and discount is kept.

5. Credit check

Issue invoice puts it on the customer's account. Silva Constructions is already over its limit, so Kade asks first: Issue this invoice anyway?

6. Issue and take payment

Instead, cancel and take payment now. Issue & take payment fills in the total in cash. Card and bank transfer need a reference. Then Issue and record payment.

7. Paid

The invoice is issued with its own number, and the payment is recorded against it.

Good to know

• Quotations never hold back stock. Kade warns on the line when you quote more than is available.
• Marking a quotation as sent also sets a follow-up to call the customer, due in 3 days by default.
• You can convert part of a quotation now and the rest later, up to the quantity still left.
• An issued invoice's number can't be changed. Corrections go through a credit note or by cancelling the invoice.

Try it yourself

1. Press F4, choose a customer and add two lines.
2. Save the draft, then Mark as sent and note the number it gets.
3. Convert to invoice, then issue it with Issue & take payment in cash.

Recap

F4 for a quotation, Mark as sent to number it, Convert to invoice, then issue it on credit or take payment straight away.