Quotation Settings

Quotation Settings

Quotation Settings in EquiBillBook allow you to configure how sales quotations are created, numbered, managed, and converted to invoices or orders. This guide covers all quotation-related settings.

Accessing Quotation Settings

To configure quotation settings:

1. Navigate to Settings → Sales Settings → Quotation Settings
2. Configure quotation numbering, templates, and workflow
3. Click "Update" or "Save" to apply changes

Quotation Numbering Configuration

Configure how quotations are numbered:

Quotation Prefix

• Set a prefix for quotation numbers (e.g., "QUO", "QT", "QUOT")
• Helps distinguish quotations from invoices
• Can include branch codes for multi-branch setups

Quotation Number Format

• Sequential: Simple sequential numbering (QUO-001, QUO-002)
• Year-based: Resets each year (QUO-2024-001)
• Month-based: Resets each month (QUO-2024-01-001)
• Financial Year: Resets with financial year

Starting Number

• Set the starting number for new quotation series
• Useful when migrating from another system

Quotation Template Settings

Configure quotation appearance and layout:

Default Quotation Template

• Select the default template for new quotations
• Templates control layout, fields, and branding
• Can be different from invoice templates

Quotation Fields

• Show Validity Period: Display quotation validity date
• Show Terms & Conditions: Display terms on quotations
• Show Item Details: Display detailed item information
• Show Pricing: Display item prices and totals

Validity Period Settings

Configure quotation validity and expiration:

Default Validity Period

• Set default validity period (e.g., 30 days, 60 days)
• Can be customized per quotation
• System can track expired quotations

Validity Reminders

• Expiry Reminders: Send reminders before quotation expires
• Expiry Notifications: Notify when quotation expires
• Auto-expire: Automatically mark quotations as expired

Conversion Settings

Configure how quotations are converted to orders or invoices:

Conversion Options

• Convert to Order: Allow converting quotation to sales order
• Convert to Invoice: Allow converting quotation directly to invoice
• Copy Items: Copy all items when converting
• Preserve Pricing: Keep original prices during conversion

Auto-Print on Conversion

• Print Invoice: Automatically print when converting to invoice
• Print Order: Automatically print when converting to order
• Email on Conversion: Automatically email converted document

Quotation Status Settings

Configure quotation status workflow:

Status Options

• Draft: Initial quotation status
• Sent: Quotation sent to customer
• Accepted: Customer accepted quotation
• Rejected: Customer rejected quotation
• Expired: Quotation validity expired
• Converted: Quotation converted to order/invoice

Status Transitions

• Define allowed status changes
• Control who can change status
• Set automatic status updates

Email and Sharing Settings

Configure quotation sharing and communication:

Email Settings

• Default Email Template: Set default email template for quotations
• Auto-attach PDF: Automatically attach PDF when emailing
• Email Subject: Customize email subject line

Sharing Options

• Public Link: Generate shareable links for quotations
• Password Protection: Protect shared quotations with password
• Expiry on Share: Set expiry for shared links

Approval Settings

Configure quotation approval workflow (if applicable):

• Require Approval: Require approval before sending quotations
• Approval Amount: Set minimum amount requiring approval
• Approval Users: Define who can approve quotations

Best Practices

• Clear Numbering: Use distinct prefix to differentiate from invoices
• Validity Period: Set appropriate validity periods based on your business
• Template Consistency: Use consistent templates for professional appearance
• Status Tracking: Regularly review quotation status
• Follow-up: Set reminders for quotation follow-ups

Common Scenarios

B2B Sales

• Longer validity periods (60-90 days)
• Approval workflow for large quotations
• Detailed terms and conditions

Retail/Quick Sales

• Shorter validity periods (7-15 days)
• Quick conversion to invoices
• Simplified templates

What's Next?

After configuring Quotation Settings, you should:

1. Configure Invoice Settings
2. Set up Order Settings
3. Configure Payment Settings
4. Test creating a sample quotation
5. Test converting quotation to invoice/order

Proper Quotation Settings help you manage customer proposals effectively and convert them to sales efficiently.