CREATING A NEW QUOTE
Before creating your first quote you’ll need to customize the layout
with your company’s details if you haven’t already done so. See ‘Customizing
Documents with Graphics and Text’.
Next we'll create a quote and print
it. We'll then assume that the quote has been accepted by your client and that
the work has been completed.
convert the quote directly into an Invoice...
First find the client you wish to quote (see 'Finding, Browsing and Grouping
Clients' for more details).
Click the 'New Quote' button. Quote numbers are modifiable and will be automatically
set to the next highest number available. If you modify the quote number
instantAdmin will tell you if the number is already being used by an existing
If you wish to change the date on the quote click on the small calendar icon
to the right of the date and select from the calendar or alternatively just
type the date in directly.
Note: When changing the month or year on the calendar make sure you follow
this by clicking on a day even if the correct day is highlighted otherwise
the date in the date field won’t change.
The Sales Quotes and Sales Invoices sections share the same user definable
price list. The triangles next to each item description allow you to select
from your own price list. To setup your price list click the 'Edit Price
List' button to the right of the page.
Click the 'New Item / Service' button: A new line appears at the bottom of
Now enter a description and price e.g. If you offer a design service for
which you charge $50 per hour you might enter "Design and Development" and "50",
or for products and materials you would enter the item's description and
The 'Default Quantity' will be set to "1" as you will always be
billing for at least one of something, this can be changed if you have a
quantity greater than one for any particular item. The actual quantity to
bill for is then changed on the quote itself for each item.
To delete an item from the price list click on the circular 'x' button to
the right of the relevant line.
Click the 'FINISH' button to go back to the quote. The added items can now
be selected from the drop down menu by clicking on the triangles for each
Some jobs will require individual descriptions that you won't want to add
to the price list. In this case just type directly into the relevant line
quote. Note: If you need to enter descriptions that are more than one line
long you would need to use several lines putting one line of text in each
to form a longer description.
Each Quote allows for twenty lines/items. If you need more than this you
will either need to split the quote into separate ones and group products
accordingly or you could use the quote as a summary of prices and then give
a breakdown on additional sheets using the 'Quick Letter' feature.
To give a discount as a percentage simply select from the menu on the right.
The discount will then be calculated and listed under the subtotal on the
The VAT rate can be changed in the same way if required.
Any additional information can be entered in the box at the bottom of the
Click the 'FINISH' button when done.
You can now print the quote - click the 'SAVE - Print Now' button on the
control panel to the right.
All quotes are designed to be used with windowed envelopes so you don't need
to print an envelope separately.
Click 'PRINT' when your printer is ready.
When the quote has been sent you can set the 'Quote Status'
on the control panel to the right to "Sent - Waiting", "Rejected" or "Accepted". The quote status
is useful when chasing up quotes in the future.
We'll now assume that the quote has been accepted by your client and that
the work has been completed.
Set the 'Quote Status' on the control panel to the right to "Completed" before
creating an invoice.
Now, you don't need to create an invoice from scratch having already produced
a quote, just click the 'Convert to Invoice' button...
You can now modify the invoice as required before printing.