Phase 2 Navigation #11: Quotes & Invoices

Step by step process:

1. To send a quote or invoice from the system, just navigate to the customer, go to accounting and you can create a quote or invoice.
2. Before starting, you need standard line items and also to know exactly how your quote is going to look.
3. We’re going to start by clicking Setup Standard Items. It’s opens a new tab and you navigate directly to the standard line items, under the accounting section.
4. I’ve pre populated some standard line items, however you can just click an Item.
5. Next, choose a custom code.
6. This would typically be necessary for all accounting systems.
7. Choose your unit cost and select your tax rate.
8. You can easily reorder these and if you need additional assistance, just click on help and it assists with setting up your standard line items.
9. If you would like to preview your quote or invoice layout, just navigate here.
10. You will see the default quote or invoice layout and I’ve pre populated it with a logo, all company information, address and banking details.
11. You are able to add payment providers and payment gateways on your quotes such as Payfast, Paystack and Stripe.
12. In this instance, we navigate back to the client, go to Rakesh, click on Accounting, and click on Add Quote or Invoice.
13. I’m going to choose some line items that I would like to add.
14. You can adjust your quantities and even your unit costs.
15. From here, you can set your due date and click Create quote.
16. It immediately generates the quote for you.
17. You can expand to preview the entire quotation layout.
18. You’re can also edit your quote and if needed, you can delete it.
19. You can also click on the PDF button.
20. It will then open the quote in a new tab where all the details that you’ve populated in the previous section will be shown.
21. This is typically how the link will look for Payfast integration.
22. Just to confirm that your quote is correct, you can now click close and navigate to send e-mail.
23. It will open up your e-mail handler, automatically attaching the quote, and you can select an e-mail template.
24. Enter the correct email address and click send.
25. That is the basic process of generating, viewing and sending quotes for clients and suppliers.
26. The system can integrate with your accounting software like zero, Sage One or other accounting systems as well.
27. As soon as you’ve created the quote or invoice on the system, it creates that customer in your accounting software package, duplicating the quote and relevant line items within your accounting software as well.
28. You are also able to send recurring quotes and invoices on the system as well.
29. If you have a monthly service that you provide to your clients, you can click on the recurring button and set up monthly recurring billing.
30. Just switch it on and select which day of the month the recurring bill needs to go out.
31. Select an e-mail template with which to send the invoice and set up your first recurring line item.
32. In this instance I would like to set up a recurring invoice for flying lessons and I just click Save recurring items.
33. This has now been added.
34. You can add more line items as well.
35. Keep this active and select a day of the month with an e-mail template.
36. Now you don’t have to send or create invoices anymore.
37. The system will create them automatically and they will follow on each other retrospectively.
38. That is how we generate quotes or invoices while linking them to our own accounting software – saving yourself alot of time and ensuring compliance for your own financial processes.