Creating Your First Quote, Sales Order, Invoice & Purchase Order

Every customer card in CRM → Customers has its own Draft Quote button — you don't need to open their full profile first. That opens the document editor, where you add products with the "Search products…" box (type a name or SKU, pick from the matches), set quantity and unit price per line, and add a Date Required if you already know it.

Pricing applies automatically wherever it's set up — a product's own quantity price breaks, the customer's assigned pricing tier, and any tenant-wide order-value discount all stack without you doing anything. Editing a line's price by hand overrides that line specifically.

When it's ready, Issue Estimates Quote sends it. The app emails a PDF to the customer automatically — that send never blocks the save, so a slow email doesn't leave you staring at a spinner.

Once the customer confirms, open the quote from Sales Orders and click Convert Quote to Active Sales Order. This reopens the same editor pre-filled with everything from the quote — a last chance to adjust line items or notes before it's treated as confirmed. Booking requires a Date Required and checks stock availability against any Bill of Materials involved; if something's short, you'll see a material shortage warning before you can confirm.

The button to finish is Confirm & Book Sales Order. The order number updates from a quote number to a proper order number, and if the customer came from your Pipeline, that opportunity is automatically marked won.

If the deal falls through instead, Mark Quote as Unsuccessful is right there on the same screen — and it can be reinstated later if the customer comes back.

A confirmed order isn't locked in stone. As long as no invoice has been raised against it yet, its detail view shows an Edit Order button that reopens the same line-item editor — useful for exactly the situation where a customer calls back wanting to add another few units to an order they've already confirmed. Once an invoice exists for that order, this button disappears; from that point, changes belong on a credit note or a new order instead.

From the same order detail view, once nothing's stopping it, click Open Invoice Creation Tool. Pick who it's addressed to and how it should be paid — Standard Net 30 Days, Due on Receipt, or a Dynamic Milestone Split if you want to bill in stages (a deposit, a mid-build payment, and a final balance, for instance — the milestones just need to add up to 100%).

This creates the invoice as a draft — nothing has gone to the customer yet. Open it from Accounts and click Issue & Send Invoice to Customer when you're ready. That's the point it actually emails, and — if you've connected Xero, QuickBooks, or Sage — syncs across automatically.

Purchase orders are entirely separate from the quote/order/invoice chain above — they're what you're buying in, not selling out. In Purchase Orders, click New Purchase Order, pick a supplier and add line items (quantity and unit cost per product), and set an expected delivery date if you have one — it's optional. Create Purchase Order saves it as a draft you can review before sending.

A PO doesn't need an RFQ first — you can go straight from "we need this" to a sent order. If you'd rather compare pricing across a couple of suppliers before committing, that's what the RFQ workflow is for; awarding the winning quote there generates the PO for you automatically.