Quotation Integration in Dash SaaS
The Quotation Management software is a comprehensive solution designed to help businesses create, manage, and track quotations efficiently.
Introduction
The Quotation Management software is a comprehensive solution designed to help businesses create, manage, and track quotations efficiently. This system allows you to configure quotation settings, create professional quotations with multiple templates, manage items and pricing, and convert quotations into invoices or purchase orders. The software integrates with accounting, project management, and CMMS Add-Ons to provide flexible billing options based on your business needs. You can customize quotation appearance, manage customer relationships, track warehouse inventory, and generate professional documents with QR codes and custom branding.
How to Install the Add-On?
To Set Up the Quotation Add-On, you can follow this link: Setup Add-On
How to Use the Quotation Add-On?
Setup & Configuration
Configure Warehouses
Click on “Create Warehouse” and fill in the required warehouse details. Warehouses are essential because they store your product inventory and determine which products are available when you create quotations.
Configure Products and Services
Click on “Create Product/Service” and enter the product details. Products must be configured in the system before you can add them to quotations. Only products with available stock in your selected warehouse will appear as options when creating quotation items.
Creating a Quotation
Basic Quotation Information
Fill in the required information for the quotation. Select the Quotation Date (which defaults to today), enter the Due Date to indicate when the quotation expires, and select an existing Customer from your database (users with the Client role). Choose a Warehouse where the products are stored, set the Payment Terms such as Net 30 or Due on Receipt, and add any additional Notes about the quotation.
Adding Quotation Items
When you select a warehouse, the system automatically filters and shows only products that have stock available in that warehouse. For each item you add, select the product or service from the warehouse inventory, enter the quantity needed, review the unit price which defaults to the product’s price, add a discount percentage if applicable, and the total amount will be automatically calculated by multiplying quantity by unit price, then subtracting the discount and adding the tax. Use the “Add Item” button to include multiple products or services in a single quotation, and use the delete action to remove any items. The system calculates the subtotal, tax, discount, and total in real time as you add or modify items.
Managing Quotation Status
Understanding Quotation Status
Each quotation moves through a lifecycle with different statuses. A Draft quotation is newly created and can be edited or deleted at any time. Once you send it to a customer, the status changes to Sent and the quotation can no longer be edited. When a customer approves the quotation, the status becomes Accepted. If they decline, the status becomes Rejected. Finally, when you convert an accepted quotation into a sales invoice, the status changes to Converted.
Viewing Your Quotations
Navigate to the Quotations list page to see all quotations. You can search for quotations by their quotation number. The list displays the quotation number which you can click to view full details, the customer name, quotation date, due date showing “Expired” if the date has passed, subtotal amount, total tax applied, final total amount, and the current status with color coding to indicate the quotation stage.
Quotation Actions Based on Status
For Draft Quotations
If your quotation is in Draft status, you can Edit to modify any quotation details, Delete to remove it completely, Send to share it with the customer and change the status to Sent, and Download as PDF to generate a quotation document. You can also Duplicate the quotation to create an independent copy.
For Sent Quotations
Once sent to a customer, you can Approve to mark it as accepted, Reject to mark it as rejected, Create Version to generate a new version with an incremented revision number, Print and Download as PDF, or Duplicate to create a copy.
For Accepted Quotations
After a customer approves the quotation, you can Convert to Invoice to create a sales invoice, View Sales Invoice if it has already been converted, Create Revision to make a new version for any changes, Print and Download as PDF, or Duplicate to create a copy.
For Rejected Quotations
If a customer reject the quotation, you can Create Revision to generate a new version and re-engage the customer, Print and Download as PDF, or Duplicate to create a copy.
Quotation Details Page
When you click on a quotation number, the detail page displays the complete quotation information. The header shows the auto-generated quotation number, revision number which tracks the version starting at 1, customer details including name, email, and contact information, the quotation date and due date with expiry indicators, current status with a visual indicator, and a breakdown of subtotal, tax, discount, and total amounts. Also show the billing and shipping address if it exists. The items section shows all line items with product or service name and SKU, description, quantity and unit price, discount and tax calculations, line totals, and the overall quotation summary. From this page, you can convert an accepted quotation to an invoice, print or download a PDF copy.
Creating Quotation Revisions
Navigate to the quotation detail page and click “Create Revision”. You can only create revisions from quotations that are in Sent, Accepted, or Rejected status. You cannot create a revision from a quotation that is still in Draft status. When you create a revision, the system generates a new version with an incremented revision number, allowing you to track changes to the quotation over time.
Converting to Sales Invoice
Navigate to the quotation detail page. Click “Convert to Invoice” to create a sales invoice from your quotation. The quotation must have an Accepted status to be converted. You can only convert a quotation once. After conversion is complete, you will see a “View Sales Invoice” button on the quotation detail page that takes you to the created sales invoice.
Duplicating Quotations
You can duplicate a quotation from any status by clicking the “Duplicate” action. This creates an independent copy of the quotation, allowing you to quickly create similar quotations for other customers or situations without starting from scratch.
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