Quotations and proposals

A quotation tells your customer what you will do and what it costs. In Invoa you can put proposal pages in front of it, send it, let the customer accept it online, and convert it into an invoice or a billing schedule when the work is confirmed.

#Create a quotation

1. Open Quotations and click New quotation.

2. Pick the customer under Customer.

3. Fill in the header:

   Field	Notes
   Title / subject	Printed on the quotation, for example "Booking & payment system".
   Your reference	Optional. The customer's RFQ or PO number.
   Issue date	Defaults to today.
   Valid until	Optional. Shown on the quotation and next to the customer's Accept button.

4. Add your Line items — description, quantity, unit price, discount and tax — as for an invoice. If the customer is on a price list, their price fills in instead, and if you change the customer after adding items, Invoa offers to Update prices to match. Intro text is an optional line shown above the items.

5. Add Notes to customer and Terms & conditions if you need them.

The draft saves automatically. Nothing is numbered until you issue. Click Save & preview to see the finished quotation.

#Add proposal pages

Quotations have a Proposal pages box. Whatever you write there is printed as pages before the quotation itself — on the PDF and on the customer page, under the heading Proposal. Use it for your understanding of the job, scope, timeline and team.

Write in Markdown. Headings, lists and tables are supported. Switch between Write and Preview to check the layout.

# Proposal for Lembah Bayu Travel Sdn. Bhd.

## Understanding
You want customers to book and pay for tours online.

## Scope
- Booking calendar with live availability
- FPX and card payments
- Admin dashboard for your staff

## Timeline
| Phase | Weeks |
|---|---|
| Design | 2 |
| Build | 6 |

You can also attach files such as a technical proposal PDF. See Attachments.

#Issue and send

1. Click Issue Quotation.
2. Check the Number to allocate (for example QT-26-0001) and click Issue now.
3. The Send Quotation dialog opens. Send it by email, or close the dialog and use WhatsApp or Copy link.

An issued quotation cannot be edited. To change it, revise it (below). See Send by email, WhatsApp or link.

#Quotation statuses

#Customer accepts online

While a quotation is Issued or Sent, its customer page shows an Accept this quotation box with the total and the Valid until date. The customer enters:

• Your name (required)
• Your email (for confirmation)
• Note (optional)

and clicks Accept quotation. The quotation becomes Accepted. On its page in Invoa you see Accepted by with the name and date, and the timeline shows Accepted with the customer's email. The customer page then shows Quotation accepted instead of the form.

Customers cannot decline online. If they tell you no, click Mark declined.

#Mark the outcome yourself

If the customer accepts by phone or email, open the quotation and click Mark accepted or Mark declined. Mark expired is under More.

#Revise a quotation

To change an issued quotation:

1. Open it and click More → Revise quotation.
2. Invoa opens a new draft with the same customer, lines, proposal pages and terms. Edit it.
3. Issue the revision. It gets its own new number.

The original stays as it was; its timeline shows Revised. If the old version should no longer be accepted, mark it expired or declined.

More → Duplicate also copies a quotation into a new draft, but without linking it to the original — use it to quote a different customer for similar work.

#Convert to an invoice, delivery order or billing schedule

When the work is confirmed, open the quotation and click Convert. Choose:

The quotation becomes Converted and links to what you created under Related documents. If it was still Issued or Sent, it is marked accepted first.

#Related

• Invoices
• Send by email, WhatsApp or link
• Billing schedules
• Attachments