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Quotes

Prepare a price quotation, record whether the customer accepted it and turn an accepted quote into a draft invoice or a sales order in one step.

For Verasol 2.12·6 min read

A quote is your price offer to a customer. It books nothing in your accounts and has no effect on your VAT return: it only records what you offered and whether the customer accepted. When the customer says yes, Verasol turns the quote into a draft invoice or a sales order with the same customer, lines and prices, so nothing has to be typed twice.

Find your quotes#

Open Invoices › Quotes in the main menu. The cards at the top count your Drafts, the quotes Sent, awaiting an answer, those Accepted, not yet invoiced and those Invoiced or ordered. Click a card to see only those quotes.

The Quotes list, with the cards per stage and the filters
  • 1 New quote opens an empty quote.
  • 2 The accepted quotes that still wait for an invoice or an order.
  • 3 Filter by Status, or by Quote date from and Quote date to. Search finds a quote by its number, the customer, an item or the customer's reference.

Click a row to open the quote.

Create a quote#

  1. Click New quote.
  2. Choose the Customer. Their TRN and billing address show under the field.
  3. Check the Quote date. Valid until is filled in 30 days later; change it to the validity you offer.
  4. Add the customer's enquiry or tender number as the Customer reference, if they gave you one.
  5. Check the Place of supply (the emirate). Verasol takes it from the customer's emirate.
  6. A new quote starts in the customer's currency. For a quote in another currency, choose the Currency. Verasol fills in the Exchange rate to AED published for the quote date; you can leave it empty when none is published. An invoice made from the quote takes the rate of its own date.
  7. Fill in each line: choose an Item from your list, or describe the Item or service yourself and say whether it is Goods or a Service. Enter the Quantity, the unit price, any Discount % and the VAT (5% standard or 0% zero-rated / exempt). Click Add line for more lines.
  8. Add your Terms and conditions and Notes if you want them on the quote.
  9. Click Save quote. Verasol gives it the next number, such as QT-2026-0082, and saves it as a draft.
A new quote: customer, validity, place of supply and the lines

1 Customer, 2 Valid until, 3 Place of supply, 4 Add line, 5 Save quote.

The Summary on the right shows the subtotal, the discount, the VAT and the total. Each line is rounded to the fils exactly as it will be on the invoice, so the invoice made from the quote shows the same amounts.

Send the quote and record the answer#

Open the quote. Give the customer the PDF from Download PDF, or print it from Print in the More actions menu (the three dots). Then record each step of the quote's life with the buttons at the top:

ButtonWhat it recordsStatus after
Mark as sentYou sent the quote to the customer.Sent
Customer acceptedThe customer accepted the offer.Accepted
Customer declinedThe customer turned it down.Rejected
Mark as expired (in More actions)The validity passed without an answer.Expired
Back to draft (in More actions)You want to rework the quote.Draft

When the Valid until date has passed, the quote shows a reminder to confirm the prices with the customer or mark it as expired. A customer can still accept an expired quote.

You can change a quote with Edit while it is a draft, sent, rejected or expired. Duplicate in More actions makes a new draft with the same customer and lines, dated today. Delete draft removes a quote that is still a draft; a quote you sent stays, so mark it as declined or expired instead.

Turn the quote into an invoice#

An accepted quote, ready to be converted
  • 1 Convert to invoice makes a draft invoice from the quote.
  • 2 Convert to sales order makes a draft sales order instead, when you deliver the goods first.
  • 3 Customer declined records a refusal, even after the customer accepted.
  • 4 Download PDF gives you the quote to send.

To invoice the quote:

  1. Click Convert to invoice.
  2. Choose the Invoice date. It cannot be before the quote date, and it must be in a month that is still open. For a quote in another currency, you can enter the Exchange rate to AED; leave it empty to use the rate published for the invoice date.
  3. Click Create draft invoice.
  4. In the Draft invoice created window, click Open the invoice to check it, or Stay on the quote.
The window that turns the quote into a draft invoice

1 Invoice date, 2 Create draft invoice.

The draft invoice has the quote's customer, lines, prices, terms and notes, the quote number as its reference, and a due date from the customer's payment terms (the invoice date itself when the terms are 0 days). The quote's status becomes Invoiced and it can no longer be changed. Nothing is booked yet: check the draft and issue it with Mark as Sent, as described in Sales invoices.

Turn the quote into a sales order#

When the goods are delivered before you invoice them, click Convert to sales order, choose the Order date (not before the quote date), add the Customer's order number from their purchase order if you have it, and click Create sales order. Verasol opens the new draft sales order; check it and confirm it. The quote's status becomes Ordered. If that sales order is cancelled later, the quote is open again as accepted, so you can convert it again. See Sales orders and delivery notes.