Quotes & sales orders
Open in the demoPrice up work for a customer, get it accepted, confirm the order and turn it into an invoice. Neither quotes nor orders touch the ledger.
Find them under Sales Quotes and Sales Sales orders.
Creating a quote
- Select New quote and choose the customer.
- Add lines. Pick a product or service to fill in the price and account, or type a line of your own.
- Add discounts if needed: per line as a % or a fixed amount, or an additional discount on the whole quote. Saved offers can be applied here too.
- Save. The quote stays a draft until you send it.
Line and discount rules
- Sales lines must use a revenue account. Typed lines use your default income account.
- A line discount is 0 to 100%, or a fixed amount no bigger than the line.
- The additional discount applies before tax and is spread across the lines.
- Quoting in another currency needs Multi-currency (Growth plan or above).
Quote statuses
| Status | Meaning |
|---|---|
| ((|Draft)) | Being prepared. You can edit or delete it. |
| Awaiting approval | Submitted to an approver because it meets an approval rule. |
| Sent | With the customer. You can still edit it. |
| Accepted | The customer said yes. Convert it to a sales order or an invoice. |
| Declined ((|Expired)) | Closed without a sale. Use Mark as re-sent to reopen it with a new 30-day expiry. |
| Ordered Invoiced | Converted. The new document links back to the quote. |
Sending and approval
On a draft, select Mark as sent. If the quote meets an approval rule, the button reads Submit for approval instead. By default a quote needs approval at 1,000,000 or more in your base currency, or when any discount is given. You can change this in Approval rules.
Editing a sent quote so that it now meets an approval rule returns it to draft, so it goes through approval before the customer sees the new version.
Sales orders
A sales order confirms what the customer has agreed to buy. Create one from an accepted quote with Convert to sales order, or start fresh with New sales order.
| Status | Meaning |
|---|---|
| ((|Draft)) | Being prepared. |
| Confirmed | Agreed. Stock on the order is reserved so it can't be sold twice. |
| Part invoiced | Some lines or quantities have been invoiced. |
| Invoiced | Everything has been invoiced. |
| Cancelled | Cancelled with a reason. Reserved stock is released. |
By default an order needs approval to be confirmed at 2,000,000 or more.
Invoicing an order
Select Convert to invoice and enter the quantity to invoice now on each line. Entirova creates a draft invoice for those quantities, so you can invoice in stages as you deliver. An order can't be cancelled while draft invoices from it exist.
Advance to start work
Ask customers to pay part of the total before you start. Quotes and sales orders then show two extra lines under the total: the advance, and the balance on completion.
- The company's rule: set it in Productivity Rules Advance rule: no advance, a percentage of the total or a fixed amount, from what total it applies, how it is rounded and the wording printed. The same page opens from the Advance rule tile in the settings of Quotes, Sales orders and Invoices. It needs the Admin level in Rules.
- Per customer: on the customer's form, Advance before work starts overrides the company default for that customer, or turns it off.
- Per document: the Advance to start work card in the quote, order or invoice editor changes it for that one document.
A document keeps the rule it was saved with, so changing the default later doesn't change quotes already sent. The advance carries over when a quote becomes an order or an invoice. When an order is invoiced in stages, only the first invoice asks for it.