Sole Bootcamp

How to create a Quote

1.Go to the Quotes module

  1. In the left sidebar, under Sales, click Quotes.
  2. You’ll land on the Quotes overview screen with:
    • A New Quote button at the top.
    • Summary cards: Total Quotes, Converted Quotes, Pending Quotes for the selected timeframe (This Year / This Month).
    • A table listing existing quotes with columns: Quote #, Client Name, Quote Date, Expiry Date, Total, Deposit, Status, Actions.

This is your starting point to create and manage quotes.

2. Start a new quote

  1. At the top of the Quotes screen, click New Quote.
  2. This opens the quote creation form where you define the quote details that will be sent to the client and possibly converted to an invoice later.

3. Select the client

  1. In the Client field, choose an existing client from the dropdown (examples in your list include “laxmi client”, “lax”, “new client”, “client testing”, etc.).
  2. Make sure:
    • The client’s name is correct.
    • The email and contact details in Contacts are accurate, because the quote will be emailed to this client.

As QA, you’d also check that changing the client updates any client‑related defaults (currency, terms).

4. Set quote and expiry dates

  1. Enter the Quote Date – the date you are issuing the quote.
  2. Enter the Expiry Date – the last date the quote is valid (you can see examples like 23‑07‑2026 to 30‑07‑2026 in your table).
  3. Verify that:
    • The expiry date cannot be before the quote date (validation).
    • Quotes move to Expired status automatically after the expiry date passes (your list shows several Expired quotes such as QUO‑31, QUO‑30, QUO‑29, etc.).

5. Add line items (products/services)

  1. In the items section of the quote form, click Add item.
  2. For each line:
    • Select or type a Product/Service (linked to the Product & Services module).
    • Enter Quantity.
    • Enter Unit price.
  3. Confirm that:
    • Each line total calculates correctly (Quantity × Unit price).
    • The Total at the bottom matches the sum of all line items (e.g. totals like $1,100.00, $3,000.00, or mixed currency totals such as د.إ1,100.00 AUD $429.69).

If deposits are supported on quotes in your environment, you can also test:

  1. Enter a Deposit amount or percentage (your table has a Deposit column, currently showing “–”).
  2. Check that the deposit is calculated correctly relative to the total and is displayed in the quote summary.

6. Choose currency and price presentation

  1. Confirm the currency for the quote (AUD or others like د.إ) is correct for the client. Your quotes table shows mixed currencies for some quotes (e.g. د.إ with AUD equivalent).
  2. Check that:
    • Currency symbols and formats are correct.
    • Any conversion (if present) between currencies matches the expected rate and appears correctly in the Total column.

7. Add notes, terms, and conditions

  1. Use the Notes / Terms section to enter:
    • Payment terms (e.g. due on acceptance, 50% deposit, etc.).
    • Special conditions or scope description.
  2. Verify the notes appear in the quote preview and in the PDF/email sent to the client exactly as entered (line breaks, formatting).

8. Save and set initial status

  1. When the quote is filled in, click Save or Save as Draft (depending on the buttons shown).
  2. Check that the new quote gets a Quote # based on your Sales Settings numbering (e.g. QUO‑34, etc.). Your existing quotes use patterns like QUO‑33, QUO‑32, QUO‑31, etc.
  3. Confirm the initial Status:
    • Draft if not sent.
    • Pending if sent but not yet accepted.
    • Converted if already turned into an invoice.

After sending, verify:

  • Status becomes Pending if awaiting response.
  • The quote appears in the Pending Quotes total at the top for the selected timeframe.
  • When accepted or converted to invoice, status becomes Converted and may show linked invoice numbers (e.g. QUO‑33INV‑158).