Quotations — quote, accept, invoice
Send a price quotation your customer opens on WhatsApp and accepts by typing their name, take an advance by UPI, track seen/accepted/declined, revise versions, and convert it into a bill at exactly the quoted prices.
5 min readUpdated 21 Oct 2026
In this guide
Make a quotation
Create it
Open Main Dashboard → your website → Books & Tax → Quotations and press + New quotation. Under Customer, search a past customer to fill their details, or type a new one — only the name is required; phone, email, GSTIN and address are optional (the phone is what the WhatsApp button sends to). Under What you're quoting, search your products to fill a line's name and price, or type your own work: each line has Item / work, an optional description (prints in small text under the item), Qty, Price (₹), GST % and an optional Discount (₹) per unit.
A Valid till date is pre-filled 7 days out — after it the customer can no longer accept; clear it for no limit. Add Notes for the customer and Terms & conditions (left blank on a new quotation, your invoice terms are used). The Quote summary on the side shows the total as you type; press Create quotation.
Send it on WhatsApp
On the quotation's page press Send on WhatsApp — WhatsApp opens with a message and the link ready for the customer's number (or Copy link to paste it anywhere). The customer sees a clean page with your logo, the items, the total and two choices: Accept (they type their full name and press Confirm — I accept; the name is recorded with the date as their acceptance) or Decline (with an optional reason). On your own domain, the link lives on your domain.
Watch it move
The quotation page shows a live trail — created (and by whom), sent, seen by customer, accepted or declined with the name they signed and any reason. The list page carries three cards above the rows: Awaiting response (the value still open), Accepted (agreed but not yet invoiced, with how many are waiting to convert) and Win rate — the share of answered quotations that were accepted. Chips (All, Draft, Sent, Accepted, Declined, Expired, Invoiced) filter the list, a Seen tag marks quotations the customer opened, and the search box finds a number or a customer.
Convert to a bill
Press Convert to invoice — a bill is created at the QUOTED prices (never re-priced), numbered in your normal invoice series: a GST invoice when you have a GSTIN, a Cash Memo when you don't. You can convert a draft, sent or expired quotation too, for a deal agreed over the phone. The bill opens straight away, ready to print or WhatsApp — with a scan-to-pay UPI QR if you've set one up — and its Payment card records what the customer pays (see credit tracking). After that the quotation shows Open invoice.
Example · Royal Caterers, Lucknow
Royal Caterers quotes a wedding: Wedding catering — 200 guests, Qty 200 at ₹650 with 5% GST, and Live counter, Qty 1 at ₹15,000. With prices that include GST (the usual setting) the quotation total is ₹1,45,000. The family accepts on WhatsApp by typing “Rakesh Verma”; Royal Caterers presses Convert to invoice and the bill says ₹1,45,000 — not a rupee different from what was agreed.
How GST works on a quotation
A quotation follows your store's Product Prices Include GST switch in Invoice Settings. Switched on (the usual setting), the price you type already includes GST and the tax is worked out inside it. Switched off, GST is added on top of your prices when you save. Without a GSTIN saved — or on the composition scheme — quotations carry no GST at all. The exact tax split shows on the saved quotation; GST on a quotation is an estimate (the customer sees it as “GST (estimated)”) — the real tax is on the bill you convert it into.
Taking an advance with the quotation
When you have a UPI ID for invoices (Invoice Settings → Bank Details, or your store's UPI ID from Payment settings), the customer's quotation page shows a Pay by UPI QR with the amount pre-filled — only while the quotation can still be answered, and never when you switched UPI scan-to-pay QR off under What Shows On Your Printed Bills. By default it asks for the full total. To ask for a booking advance instead, set Advance asked on quotations under Invoice Settings → Bank Details — for example 25 for 25% — and the page reads Pay the advance to confirm, with “The balance is payable as agreed.” Paying never replaces the customer's Accept; it just makes confirming easy. Money paid by UPI comes straight to you, so record it on the bill once you convert.
Changing a quotation
While it's a draft or sent, just press Edit. After the customer has answered (or it expired), press Revise (new version) — a new version is created with a fresh link and opens for editing, the old link shows “A newer version of this quotation exists”, and the version number (Rev 2, Rev 3…) prints on the document. Prices are never changed silently on a link you already sent. Cancel withdraws a quotation that has not been converted.
Numbers, statuses & printing
Quotations get their own simple series (QTN-0001, QTN-0002…) separate from invoices. Print / PDF uses the same designer as your invoices — your chosen design, brand colour, fonts and show/hide switches (including “Prepared by”) apply automatically. Add to CRM saves the customer as a CRM contact with a note linking the quotation.
Draft · Sent
Made but not answered yet. You can still Edit it.
Accepted · Declined
The customer answered on their page. Revise makes a new version if things change.
Expired
The Valid till date passed before an answer — the customer can no longer accept.
Invoiced
Converted into a bill. Open invoice takes you to it.
Superseded · Cancelled
Replaced by a newer version, or withdrawn by you.
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