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Send a quotation or invoice to a customer

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easySales makes the PDF; you send it from your own email or messaging app. Getting the file takes two clicks, and one tick tells easySales that it has gone, so a quotation’s follow-up reminder can start.

How to do it

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  1. Open the quotation or invoice and select PDF. A window opens with the PDF inside it.
  2. Select Download, and attach the file to your email or message to the customer. On a phone, Share hands the file straight to your email or messaging app.
  3. Tick Sent to the customer. It is offered on an Open quotation and on an issued invoice, and it records the sending on the document’s timeline. If you send it later, open PDF again and tick it then.

Why it helps

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The customer receives your company’s own design, built from the record as it stands, so the figures in the email are the figures in easySales. The sent mark is the date the follow-up reminder counts from: if nobody logs a call or a meeting with the customer for the days your company sets, the quotation appears in its salesperson’s To do. The timeline entry answers “when did we send it?” for anyone who opens the document, without searching an inbox.

Example

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Mei Tan finalises QN-10000125 for Harbour Café, selects PDF, downloads the file and emails it to Grace Wong. She ticks Sent to the customer; the header now reads Sent with today’s date.

A month later she issues INV-10000319: SGD 2,000.00 plus GST 9% of SGD 180.00, SGD 2,180.00 in all. She selects PDF, downloads the file, emails it to the café’s accounts team and ticks Sent to the customer. When the café later says it never arrived, Daniel Lim opens the invoice and sees on its timeline when it went.

Common questions

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  • Can I send the customer a link instead of a file? No. The PDF’s address opens only for people signed in to your easySales who can see the document, so send the file itself.
  • Can I send a draft invoice to ask for payment first? Yes. A draft prints as a PROFORMA INVOICE with its PF- number, so the customer cannot book it as a final invoice. See Invoice PDF.
  • How do I send a customer everything they owe at once? Select Statement on the account page for one PDF of their invoices, payments and credits. See Customer statement.
  • Does downloading the PDF mark the quotation as sent? No. Only ticking Sent to the customer does.
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