Creating quotations and contracts

Overview

Quotations in Bi369 AI let you prepare professional, itemised proposals for customers. Once accepted, a quotation can be converted to a contract or directly to a Finance invoice.

Creating a quotation

1. Go to CRM → Quotations or open a customer record and click New quotation
2. Fill in the header:
   • Customer — linked customer or lead
   • Quote date and expiry date
   • Currency — defaults to your base currency
3. Add line items — product/service name, quantity, unit price, discount, and tax rate
4. Add any notes or terms and conditions
5. Click Save draft or Send to customer

Sending a quotation

Click Send on a saved quotation to email it to the customer. The quotation is rendered as a professional PDF and attached to the email.

Customise the email template in Settings → Templates → Quotation email.

Quote statuses

| Status | Meaning | |---|---| | Draft | Not yet sent | | Sent | Emailed to customer, awaiting response | | Accepted | Customer confirmed | | Rejected | Customer declined | | Expired | Past the expiry date without a response |

Converting to a contract

Once a quotation is accepted:

1. Open the quotation
2. Click Convert to contract
3. Add contract-specific details: start date, end date, payment terms
4. Send for e-signature — the customer receives a signing link via email

Once signed, the contract status changes to Active.

Converting to an invoice

You can skip the contract step and go straight to invoicing:

1. Open an Accepted quotation
2. Click Convert to invoice
3. The invoice is pre-filled from the quotation line items
4. Review and send to Finance

Version history

Every time you edit and re-send a quotation, a new version is saved. You can view all previous versions from the Versions tab on the quotation record.

Related articles

• Managing customers
• Adding and managing leads
• Creating invoices (Finance)