Quotes

What it is

A quote tells a client what a job will cost before you start. Once they agree, you turn it into an invoice with one tap, without typing anything again. Quotes are numbered separately from invoices, for example INV-QT-0001.

Why you’d use it

Most clients want a price before you start. Say a client asks what it costs to rewire a kitchen. You send a quote for R12 500, they agree, and you do the job. When it is done, you turn the quote into an invoice with one tap, so you never type the same items twice.

What you need first

• Your business profile filled in. The app will not share a quote until your business name is saved. Open it from the settings icon at the top right of the InvoiceZen tab.
• A client is optional, but the quote looks better with their name on it.

How to do it

1. Open the Quotes tab and tap the + button.
2. Tap Select a client… and pick the client.
3. Check the Issue Date and Valid Until date. Valid Until defaults to 30 days.
4. Tap + Add Item to type a line, or Add from Catalog to use a saved item.
5. Set a Quote Discount if you want one, and switch on Apply VAT (15%) if you are VAT-registered.
6. Add Notes or Terms & Conditions if needed, then tap Create Quote.
7. Open the quote and tap Share Quote to send the PDF by email, WhatsApp or any other app. A draft quote changes to Sent when you share it.
8. When the client answers, tap ⋯ (top right), then Mark Accepted or Mark Rejected.
9. To bill the client, tap Convert to Invoice, then Convert. This step needs an internet connection.

What it costs

Nothing extra. Writing and sending quotes does not use up your monthly invoice allowance. Converting one does, because it creates an invoice.

Common questions

How are quotes numbered?

Quotes have their own numbers, separate from invoices, for example INV-QT-0001. The first part matches your invoice prefix. If you make a quote while offline, it shows QT-PENDING until the app connects and gives it a number.

What happens when I convert a quote?

The app makes a new draft invoice with the same items, discount, VAT, notes and terms. It gets your next invoice number, today’s date, and a due date 30 days from now. The quote is marked Accepted and shows Converted to invoice. Check it, then send it.

Can I change a quote after sending it?

Yes, tap ⋯ (top right), then Edit Quote. The app warns you first, because the client already has the old version. Once a quote is accepted or converted, it can no longer be edited.

Can I delete a quote?

Only a draft or rejected quote that has not been converted. Open it and tap ⋯ (top right), then Delete Quote.