Synchroteam allows you to create quotations.

A quotation may be created for a Customer, for a Site or for a specific Job. In the case of a quotation linked to a Job, the displayed address will be that of the Customer or that of the Customer's Site if you have indicated a Site or it can be the address of the Invoiced Customer, if you have selected one.

You can also convert your quotations into new jobs and generate an invoice based on your quotation.

Creating on a customer or on a site

Click on “Invoicing” > "Quotations"


Click on the “Add Quote” button


Select the customer (1) and the site (2) if necessary and click on "Save". You can also add Additional Information (3) that you get by creating Invoicing Custom Fields and provide a description (4).

The Customer's choice will automatically prefill the quotation’s fields:

• Customer address
• Customer's VAT number (ex: FR 32 123456789)

For the registration of your quotation, there are 2 status: Draft (5) or New (6)

Save Draft (5)

• No quotation Number
• PDF version
• Fully editable

No data is required to be provided for Drafts.

The quotation will be added directly to the list.

 

Save as New (6)

• Generation of an quotation N°
• The Draft changes to “New” status
• PDF version
• Fully editable
  

You can also use the menu:

 “Save As” (7), which allows:

• • to save your draft
  • to create a new quotation (with a number)
  • to delete it

You can now enter the necessary information for your quotation :

• • Quotation status(1)
  • Invoice/Quotation Custom Fields (2)
  • Quotation Creation Date (3)
  • Quotation Due Date (4)
  • Quotation Status (1)
  • Family Parts and Services (5)
  • Parts’ Name and description (6)
  • Quantities (7)
    
  • Discounts per part (in percentage or its exact amount) (8)
  • The Tax rate (9)  (See article Set up Tax Rates)
  • Button to Validate the line (10)
  • + to Add Line (11)
  • The global discount (12)
  • Global tax (13)

 

Convert your quotation into a job

In « Invoicing -> Quotation », click on the quotation's number then click on "Convert into Job " in order to create a new job to which your quotation will be attached.

 

Create a quotation for a Job

Select a Job then go into the details of this Job and click on the "Quotation" tab.


A pop-up asks you to confirm the addition of a quotation, click "Yes".

You can now enter the necessary information for your quotation:

• • The status of the Quotation (1)
  • Invoice/Quotation Custom Fields (2)
  • Quotation Creation Date (3)
  • Quotation Due Date (4)
  • Quotation status (5)
    • • If “Draft” status:

• • • • If registered Quotation with a number “NEW” status:
        

• • • • Convert to, which allows to :
        • • • convert Quotation to a Job
            • convert Quotation to an Invoice
              
  • Description (6)
  • Parts and Services’ category (7)
  • Part’s name and description (8)
  • Quantities (9)
  • Discounts per part (in percentage or its exact amount) (10)
  • The VAT rate (11)  (See article Set up Tax Rates)
  • The button to Validate the line (12)
  • To Import Parts/Services from the linked Job (13)
  • The global discount (14)
  • Global tax (15)

 

Generate an invoice from your quotation

If your quotation is attached to a job you may just click on the "Generate Invoice" directly from the quotation's details (5) as you can see in the above picture.

You may also go to « Invoicing -> Quotation », click on the quotation's number then click on "Generate Invoice" in order to create a new invoice which will contain all parts and services which had been added to your quotation.

 

Duplicate a quotation

You can duplicate a quotation by clicking on a quote number (1) and then click on "Duplicate" (2).

You will then need to assign the quotation to a customer.

Your new quotation will then have the same parts, prices, discounts, taxes as the quotation you have duplicated.

 

View and Print a quotation

Once your quotation has been created by one of the two previous methods, you can generate it, print it and send it as a PDF to your customer by email.

Select your quotation using the filter for example (1)
Click on the quotation's number (2)  then on "Print / Email / PDF" (3)


A new window appears showing you a preview of your quotation.

From this window, you can:

• Print the invoice (1)
• Download the invoice in PDF format (2)
• Choose the recipients (3)
• Send it by email (4)

Configuration > Options allows you to configure the Email Addresses of Recipients (3):
Sending of job reports and invoices/quotes/credit notes to predefined recipients: