How to Create Invoices & Quotations in Perfect Inventory Manager

2025-06-30

📄 Invoices & Quotations Page

“Send professional quotations. Convert them to invoices. Track payments. All from one place.”

🎯 Purpose of This Page

The Invoices & Quotations Page is your central tool for:

  • Creating and sending formal quotations before a sale
  • Converting accepted quotations to invoices or sales
  • Tracking unpaid invoices and follow-ups
  • Printing or emailing branded PDF documents
  • Managing both product and service-based billing workflows

This is ideal for businesses that need to:

  • Share price breakdowns before transactions
  • Get approval before dispensing or selling
  • Allow customers to pay from a formal invoice

🧩 How Quotations Work

A quotation is an official offer sent to a customer, detailing:

  • What products or services you will provide
  • At what price
  • With taxes, discounts, and expiry date

✅ Once the customer accepts it, you convert it into a bill or sale, avoiding double entry.

🛠️ Features of the Page

Feature What It Does
➕ New Quotation Create a fresh quotation for any customer
🔄 Convert to Invoice/Sale Turn an accepted quote into a real bill or POS sale
📤 Send by Email Email a branded PDF quotation or invoice to the customer
🖨️ Print Generate physical copies with your business branding
🔍 Search/Filter by Status Quickly find Draft, Approved, or Expired quotes
📅 Filter by Date Review past quotes by week, month, or custom range
🧾 Track Payments See if a quotation-led invoice has been paid or still owed
🧠 Auto-Fill from Customer Selecting a customer pulls in all their default info and billing terms

🧰 Example Workflow: Quoting a Corporate Order

  1. A school wants a quote for 200 boxes of surgical gloves before committing.
  2. Open Invoices & Quotations Page
  3. Click New Quotation
  4. Select the customer: “Greenfield High School”
  5. Add products:
    • Surgical Gloves (200 boxes at $5 each)
  6. Add:
    • Tax: 5%
    • Validity: 14 days
    • Note: “Payment due upon delivery”
  7. Click Save as Quotation
  8. Click Email → Send PDF to their purchasing manager

📋 Quotation Statuses

Status Meaning
Draft Still being edited — not sent yet
Sent Delivered to customer (via print or email)
Approved Customer has accepted it; ready for billing
Expired Past its expiry date — you can revise or resend

🔄 Convert to Invoice / Sale

Once a customer accepts a quotation:

  1. Open the quotation
  2. Click Convert to Invoice
  3. You can now:
    • Collect payment
    • Dispense items
    • Trigger delivery
    • Reconcile income

✅ This saves time — you don’t have to rebuild the bill.

📤 Email and Print

Email a professional PDF with:

  • Your company name/logo
  • Full price breakdown
  • Notes, terms, and bank/payment details

✅ Print and send by courier or attach to a delivery. Quotations and invoices follow the same layout — adjusted by status.

🧾 Example Use Case: Invoicing for a Service

  1. A customer requests a dental cleaning. You want to give them a cost before the appointment.
  2. Go to this page
  3. Click New Quotation
  4. Select the customer and service: “Dental Cleaning – $80”
  5. Save and print the quote
  6. Once they confirm, convert it to an invoice
  7. Accept payment via POS or log it as a service bill

📦 Inventory-Aware Quoting

✅ When quoting physical items, the system checks current stock.

  • You cannot quote more than what’s available (unless override is enabled)
  • This ensures sales are realistic and fulfillable

📈 Filtering, Exporting, and Reports

  • Use status filters to find all unconverted quotations
  • Export accepted quotes to compare sales pipeline vs actuals
  • Print monthly quotation logs for compliance or management

🧠 Best Practices

  • Use clear item names and tax breakdowns
  • Set quote expiry dates to create urgency
  • Always convert accepted quotes into actual bills
  • Add notes like “Delivery within 3 days” or “50% advance payment required”