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Quotes

Write an offer from your own catalogue, send it by email, and turn the one that is accepted into an order confirmation without typing any of it again.

An offer is the start of a document chain, not a letter

The cost of a quote is not writing it. It is what happens after: the customer says yes three weeks later, and someone rebuilds the whole thing as an order, then as a delivery note, then as an invoice — four chances to mistype a vintage or drop a discount.

In Vinosoft a quote is the first document in a chain. Accepted, it converts into an order confirmation, which becomes the delivery note and packing slip, which becomes the invoice. Each step carries the lines, prices, discounts and VAT forward, and each document keeps its own number for your records.

Writing the offer

  • Lines are picked from your article catalogue, so vintages, article numbers and stock come with them
  • Prices follow the customer's user group and any special price agreed for them
  • Discounts apply per line or to the total, whichever way you negotiated it
  • VAT, currency and payment terms come from the customer record
  • Standard texts and the customer's default remarks print without being retyped
  • The finished quote goes out by email as a PDF, or on paper if that is what the customer expects

Keeping track of what is open

Quotes are split into open and closed, and can be filtered by the person who wrote them — useful the moment more than one person sells. The sales pipeline report values what is still open, grouped by customer, so you can see the month ahead rather than guess at it. The quotes statistic lists what you closed or converted over a period, filtered by seller, and exports to Excel with a running total for a sales review.

From accepted to invoiced

Converting is one action. The order confirmation inherits the quote; delivery notes and packing slips are generated from it; several deliveries can be collected into one invoice at month end. Nothing is retyped, and every document in the chain still points back to the offer it started as.

Wording you do not rewrite

The paragraph above the lines, the delivery conditions, the validity of the offer and the closing sentence are standard texts, configured once and printed on every quote. A customer with agreed remarks of their own gets those instead, automatically. What is left to write for each offer is the part that is genuinely specific to it.

Read the documentation