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Quotes and invoicing

A CRM with invoicing, quotes and a pricebook

Build branded quotes from your pricebook, turn them into invoices, bill retainers on a schedule and let clients pay online. It all sits on the client record, and invoices can sync to Xero or Sage.

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At a glance

  • Branded quotes and invoices
  • A pricebook with bundles and bulk pricing
  • Recurring invoices
  • Online payment through Stripe or Paystack
  • Xero and Sage sync

The problem

Quoting in a different app slows every sale

When quotes live in a spreadsheet or the accounting system, the sales team retypes client details, prices drift, and nobody's sure what was actually sent.

  • The same details, typed twice

    Client names, addresses and line items are copied from the CRM into the quoting tool.

  • Prices that don't match

    Each rep keeps their own price list, so two clients get two prices for the same job.

  • Chasing payment by email

    Invoices go out as attachments, and getting paid depends on someone remembering to follow up.

  • Retainers billed by hand

    Monthly invoices for the same clients are rebuilt from scratch every month.

How it works

From quote to paid

  1. Build the quote

    Add items from your pricebook. Your layout's branding, tax settings and tracking categories are applied for you.

  2. Send it

    Send the quote from the client record. Line items are locked in when the quote is made, so it stays exactly as sent.

  3. Get paid online

    Include a Stripe or Paystack payment link. When the client pays, the payment is recorded and the quote converts to an invoice.

  4. Sync and follow up

    Invoices can sync to Xero or Sage through automation, and the Quotes & Invoices report card shows what's still outstanding.

What it does

Quoting and billing built into the CRM

Quotes and invoices share the client record with calls, messages and automation, so sales and billing work from the same facts.

  • Quotes and invoices

    Branded quotes and invoices with your own layouts, tax settings and tracking categories, and quote-to-invoice conversion.

  • Pricebook

    A category tree of your products and services with cost and price, bundles, images and bulk pricing. Import and export it as a CSV.

    • Bundle costs roll up from their components
    • New quotes always pick up current prices

  • Presentation mode

    Show your pricebook full screen when you're selling in person or on a video call.

  • Recurring invoices

    Bill subscriptions and retainers automatically on a schedule.

  • Online payment

    Clients pay invoices online through Stripe or Paystack, and payments are recorded automatically.

  • Bulk invoice actions

    Act on many invoices at once instead of opening them one by one.

  • AR aging and reporting

    The Quotes & Invoices report card and the AR aging report show what's outstanding and for how long.

  • Xero and Sage

    Sync contacts and invoices to Xero (eight operations), or customers, quotes and tax invoices to Sage (six operations, for Sage in South Africa).

  • Accounting in workflows

    Create a quote or invoice, fetch one, mark it paid or list invoices from any workflow, and start a workflow when a quote or invoice changes.

One platform

Billing connected to the rest of the sale

A quote is rarely the last step. Get it signed, follow it up automatically and see which marketing produced the client who paid.

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Step-by-step docs

See every BaseCloud CRM feature

FAQ

Questions buyers ask

Can clients pay invoices online?
Yes, through Stripe or Paystack. Clients pay with a payment link, and the payment is recorded against the invoice automatically.
Can I send recurring invoices?
Yes. Set up recurring invoices for subscriptions and retainers, and they're raised automatically on the schedule you choose.
Does BaseCloud sync with my accounting software?
Yes. Xero sync covers contacts and invoices; Sage covers customers, quotes and tax invoices, for Sage in South Africa. QuickBooks connects through automation workflows that send customers, invoices and payments to QuickBooks. All of these run as automation tasks, so you decide when they happen; other tools can receive data through webhooks or the API.
What happens to quotes I've already sent when I change a price?
Nothing. Line items are locked in when the quote is made, so a sent quote stays exactly as sent. New quotes pick up the current price, and bundle costs roll up from their components.
Can clients accept a quote online?
Clients accept by paying. When a quote includes a payment link and the client pays it, the quote converts to an invoice. For a signed acceptance, send the quote for e-signature.
Can I see who owes me money?
Yes. The Quotes & Invoices report card and the AR aging report show outstanding amounts by age. BaseCloud doesn't produce customer statements.

Quote, invoice and get paid from one place

Book a demo to build a quote from a pricebook and take a payment, or start a free trial.

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