Overview
A quote (or quotation) is a document you send to a customer before a sale to let them know how much goods or services will cost. The customer can accept or reject the quote. Once accepted, it is usually converted into an invoice or an income record.
It shows:
What is being offered
Who the potential customer is
The estimated cost of the goods or services
The terms and validity period of the offer
ℹ️ Note: Quotes are used to track and manage potential sales before they are officially confirmed.
What do Quotes represent in your business?
Quotes help you provide potential customers with an estimate before a sale is finalized. They are used to:
Prepare and send price estimates for products or services before work begins.
Share pricing and terms with customers for review and approval before creating a formal bill.
Streamline conversions by easily turning approved quotes into invoices or income records once the customer accepts the offer.
How to Create a Quote Manually
In addition to creating quotes with Adam, quotes can be created manually by filling in a structured form.
Step 1: Go to Quotes
From the top navigation bar, click More.
From the dropdown menu, hover over Revenue, then select Quotes.
Step 2: Enter your quote details
On the Quotes page, click Create Quotes, then select Create manually from the dropdown. A Create Quote modal form will appear for you to enter the following details:
Document details
Title: The title of the quote.
Document number: The quote reference number.
Currency: The currency for the quote, selected from the dropdown.
Date: The date the quote is issued.
Customer: The customer the quote is issued to, selected from the dropdown.
Due date: The date the quote or offer expires.
Line items
Line items list the products or services being estimated for the customer.
Item name: Name of the item or service.
Item quantity: Quantity of the item being offered.
Account: The revenue account the item amount will eventually flow into (e.g., Sales Revenue, Service Revenue).
Amount: The price of the item.
Tax: Applicable tax on the item.
Discount: Entered as a fixed amount or a percentage.
Actions: The + button adds another line item; the - button removes one. Multiple items can be added to a single quote, each with its own account, tax, and discount.
Subtotal, discount, tax, and total amounts are calculated automatically based on the line items entered.
Additional details
Add shipping information: Include shipping details for the quote, where applicable.
Split account: Allocate a percentage of the quote to another account, such as an expense account.
Classification
Branch: The company branch associated with the quote.
Employee: The employee associated with the quote.
Department: The department associated with the quote.
Project: The project associated with the quote.
Memo and attachments
Internal memo: Notes for internal reference only, not visible to the customer.
Note on document: Information that appears on the quote document itself, such as payment instructions or specific terms for the customer.
Attachments: A file added to the quote for future reference.
Step 3: Save and review
Click Save.
⚠️ Important: Quotes must first be saved as a Draft, and can be published afterward. Once saved, the quote appears in the Quotes Table. Each entry on the table includes:
Date
Quote No
Customer
Title
Total Amount
Status
Due Date
Publishing and Converting Quotes
When you Publish a quote, its status automatically changes to Pending. From this pending state, you can convert the quote into actual business records depending on the nature of the transaction.
To convert or revert a quote, click the three-dot icon at the left end of the quote row and select one of the following options:
Convert to Invoice: A modal will pop up prompting you to select an invoice date. Once confirmed, a draft invoice will be created automatically and will reflect in your Invoices Table.
Convert to Income: A modal will pop up prompting you to select the income date and the receiving payment account. This creates a live income record from the quote and marks the quote status as Converted.
Convert to Prepaid Income: A modal will pop up prompting you to select the income date, payment account, and the prepayment period (in months). This creates a prepaid income record from the quote and marks the quote status as Converted.
