Creating Sales Quotations

Creating Sales Quotations

Sales quotations are essential documents that allow you to provide potential customers with pricing information before finalizing a sale. In EquiBillBook, creating quotations is straightforward and helps you manage your sales pipeline effectively.

What is a Sales Quotation?

A sales quotation is a formal document that outlines the products or services you're offering to a customer, along with their prices, terms, and conditions. It serves as a proposal that customers can review and accept to convert into an order or invoice.

Step-by-Step Guide to Creating a Sales Quotation

Step 1: Navigate to Sales Quotation

To create a new sales quotation:

1. Go to the Sales module in the main menu
2. Click on "Sales Quotation" or "Quotation"
3. Click the "New Quotation" or "Create Quotation" button

Step 2: Select Customer

Choose the customer for whom you're creating the quotation:

• Select an existing customer from the dropdown list
• Or create a new customer by clicking "Add New Customer"
• Customer details will automatically populate if available

Step 3: Enter Quotation Details

Fill in the basic quotation information:

• Quotation Date: The date when the quotation is created (defaults to today)
• Quotation Number: Auto-generated based on your numbering rules, or enter manually
• Valid Until: Set the expiration date for the quotation
• Reference Number: Optional reference number for your internal tracking
• Place of Supply: Select the location where goods/services will be supplied

Step 4: Add Items

Add products or services to your quotation:

1. Click "Add Item" or select from the item list
2. Enter the item name, quantity, and unit price
3. Tax rates will be applied automatically based on item settings
4. Add discounts if applicable (percentage or fixed amount)
5. Add multiple items as needed

Step 5: Apply Additional Charges (Optional)

You can add additional charges such as:

• Shipping charges
• Packaging charges
• Installation charges
• Any other applicable fees

Step 6: Review Totals

Check the quotation summary:

• Subtotal (before tax)
• Tax amounts (CGST, SGST, IGST, etc.)
• Additional charges
• Discounts applied
• Grand total

Step 7: Add Terms and Conditions

Include important terms:

• Payment terms
• Delivery terms
• Validity period
• Special conditions or notes

Step 8: Save the Quotation

Once all details are entered:

• Click "Save" to save as draft
• Or click "Save & Send" to save and email to the customer
• The quotation will be saved with a "Draft" status

Quotation Features

• Item Management: Add multiple items with different quantities and prices
• Tax Calculation: Automatic tax calculation based on item and customer settings
• Discounts: Apply item-level or document-level discounts
• Templates: Use pre-configured quotation templates for consistent formatting
• Multi-currency: Create quotations in different currencies if enabled
• Multi-branch: Create quotations for different branches/locations

Best Practices

• Always set a validity period to ensure quotations don't remain open indefinitely
• Include clear terms and conditions to avoid misunderstandings
• Review all calculations before sending to customers
• Use professional quotation templates that reflect your brand
• Keep track of quotation status to follow up with customers
• Set appropriate expiry dates based on your business needs

What's Next?

After creating a quotation, you can:

• Send it to the customer via email
• Print or download as PDF
• Convert it to a Sales Order when the customer accepts
• Convert it directly to a Sales Invoice
• Track its status and follow up with the customer

Related Articles

Learn more about:

• Converting Quotation to Order/Invoice
• Quotation Status Management
• Quotation Templates