Creating quotes

• Quotes and invoices are the beginning and end of the OnSite sales workflow.
• OnSite's drag and drop document creation, one-click document conversion, and streamlined backorders speed your sales process.
• Invoices and quotes have tax, costing, and printing options.
• Money taken on a quote is a deposit. Money taken on an invoice is a payment.
• You can apply deposits to invoices as payments to change a customer’s accounts receivable balance.
• Customers must have a customer card to track balances owing, credits, and purchase history.
• You can post invoices to finalize them for accounting export, or void them.

The standard workflow in OnSite is to create a quote, which gives your customer basic pricing information. If the customer puts a deposit on the quote, you then convert the quote to an invoice when the customer takes the product home, and the deposit gets applied to the invoice. If a product is not in stock or you want to reserve a product for a customer, you convert the quote to an order, which becomes an invoice when the customer takes the product home.

Quote walkthrough

1. Add a customer to the quote

If you do not want to add the customer to your database, you can add them as a walk in and include as much identifying information as you like. If the customer is in your database, type a few letters of their name, their address, or their telephone number in the search bar, or click All, and choose their name from the list. If it is a new customer, click +, enter their information and click Save. When asked if you want to reload the customer information in the document, click OK.

2. Add a product

To add product to a quote, you can scan its UPC, type a few letters of its description or product code or click All and choose it from the list. You can modify the quantity and the selling price if it's modifiable. When you complete the quote click Save. After you save the quote you can create an order by clicking the order button to request the product be reserved or ordered on a PO, or, if some or all of the products are in stock, you can create an invoice by clicking the invoice button, which transfers all the products on the quote to an invoice. You can remove any products the customer won’t be purchasing, if they change their mind. To print product images on the quote, click the Options tab and select an image size.

3. Take a deposit

If a customer wants to pay a deposit on a quote, click the Deposit tab. They can use different payment methods can be used alone or in combination. You can't take a deposit on a quote for a walk in customer. Deposits appear as credits on a customer’s file, and can be applied in whole or in part on any future invoice. After a deposit is applied to a quote, the printed document reflects the payment and is a proof for the customer’s records. There is a setting in the Company setup panel that can enable balances owing after deposits are applied to be printed with the quote, order, or SRO.

Quote actions available from the Action gear