How a quotation becomes an invoice

Quotations is the sales app of Jaah with a quotation body added on top: a free text that opens each offer. This page follows a quotation from the first draft to the invoice.

One record, four states

A quotation and its sales order are the same record. Its status changes; its number stays.

Sales/Orders/Quotations opens on your own quotations, and Sales/Orders/Orders on the confirmed orders; both lists show the same records with different filters.

Validity and expiry

The Expiration date comes from the template's validity or, without one, from the default validity of the settings. Nothing runs on that date: the status stays and no one is warned. From the next day the client's page shows This offer expired! and offers neither signature nor payment. The team can still confirm the quotation from the back office, or move the date and send it again.

What a template brings

Choosing a template fills the quotation with a copy of the template: its lines (the prices come from the services at that moment), its terms, its signature and payment rules with the prepayment share, its validity, its invoicing journal and its body, read in the language of the client. The copy is independent: editing the quotation does not touch the template, and editing the template does not touch the quotations already made.

Until the order is confirmed, the body and the terms follow the client and the template: changing either one loads them again from the template, over what was typed.

The body and the terms

Two texts frame the prices. The Quotation Body opens the offer: it is printed above the prices on the quotation, the order and the pro-forma invoice, and shown on the client's page under Quotation Details. The Terms and conditions, under the lines, hold the conditions of sale; they come from the template, or from the default terms of the company when the Accounting settings define them, and they are copied to the invoice. The body is not: it stays on the sales documents. A quotation has one body; a template's body can be translated, and each quotation copies the version of its client's language.

Signature and payment

Two switches on each quotation decide how the client confirms online:

An online payment needs a payment provider, set up in Online payments. A confirmation by the client sends the order confirmation e-mail; a Confirm in the back office sends none, unless the template names a Confirmation Mail.

Discounts

A discount on a quotation is either a percentage on a line, in Disc.%, or a discount line made by the Discount button. Both travel to the invoice: the percentage as the discount of the invoice line, the discount line as a negative invoice line. The invoice's own Total Discount belongs to the invoice only, and replaces the line discounts when it is used; see Customer invoices.

From the order to the invoice

Once confirmed, the order shows an invoice status: To Invoice while something can be billed, Fully Invoiced when everything is, Nothing to Invoice when the services wait for delivered quantities, and Upselling Opportunity when more was delivered than ordered. Each service follows its invoicing policy: what is ordered, or what is delivered. A down payment adds a Down Payments section to the order, and the final invoice deducts it. The invoice is then a document of its own, posted and paid in Customer invoices.

What this app does not do

• It gives no total discount on a quotation; the Total Discount field exists on invoices only.
• It runs no job on the expiration date and sends no reminder to the client.
• It does not translate the body of a quotation: one text per quotation.
• It neither takes payments nor posts invoices: these belong to Online payments and Customer invoices.

Who may do what

The client, through the portal, sees the orders of their company and can sign, pay, write or reject. Every user works within the companies they are allowed in.