Quotation or invoice
A quotation tells a customer what you offer to supply and on what terms. An invoice asks the customer to pay for what was agreed. Send a quotation while the deal is still being discussed; create an invoice when there is something to charge.
How it works
Section titled “How it works”A quotation stays Open while you revise it with the customer. When the customer decides, you mark it Accepted or Rejected, and it becomes read-only.
When you are ready to bill, select Raise invoice on the quotation. easySales creates a draft invoice that copies the quotation’s contact, currency, tax settings and lines, and links the two. You can raise more than one invoice from the same quotation — for example, one per stage of a project. You can also create an invoice with no quotation at all.
The invoice then follows its own steps: you check the draft, issue it, and collect payment against it.
Example
Section titled “Example”Harbour Café accepts quotation QN-10000005 for 100 chairs at SGD 25.00 each: SGD 2,500.00 before tax. You deliver 40 chairs this month and 60 next month. Here is how to bill it in two stages.
- Open the quotation and select Raise invoice, then confirm. The new draft invoice copies all 100 chairs.
- On the draft, select Edit, change Qty to 40 — SGD 1,000.00 before tax — and save. Then issue it.
- Next month, raise a second invoice from the same quotation, change Qty to 60 — SGD 1,500.00 before tax — and issue it.
Both invoices appear on the quotation’s Invoices tab. easySales does not track how much of the quotation you have already billed, so check that tab before raising another invoice.
Good to know
Section titled “Good to know”- Raising an invoice does not change the quotation’s status. Accept or reject it separately.
- Later changes to the quotation do not change an invoice already raised from it.
- Once an invoice is issued, its lines and amounts are locked. Make stage changes on the draft, before you issue.
- Quotation: A proposed sale that the customer can accept or reject.
- Invoice: A request for payment for a confirmed sale.
- Issued invoice: An invoice with its invoice number, whose amounts are locked.
- Line item: One product or service on a document, with its quantity, price and tax.
Common misunderstandings
Section titled “Common misunderstandings”- Sending a quotation does not mean the customer owes money.
- Accepted is not Paid. Payments are recorded against invoices.
- Raising an invoice does not turn the quotation into the invoice. The two stay separate and linked.
Where to find it
Section titled “Where to find it”Quotations are under Quotations and invoices under Invoices. Raise an invoice from a quotation’s detail page.