Create and send quotations, then convert to invoices

Create professional quotations in Aczen Bilz, set validity periods, and convert accepted quotations to tax invoices in a single click.

A quotation (also called a proforma or estimate) lets you send a formal price proposal to a potential customer before a sale is confirmed. In Aczen Bilz, quotations use the same line-item and pricing structure as invoices, so converting an accepted quotation to a tax invoice requires no re-entry of data.

Create a quotation

1. Open the Quotations page

   In the left sidebar, click Quotations. Then click Create Quotation (or the equivalent button if you are already on the quotation form page).

2. Enter client details

   Fill in the Client Information card:

   Field	Notes
   Client Name	Required. The customer or business you are quoting.
   Client Email	Used to send the quotation by email.
   Client Phone	Optional contact number.
   Client Address	Billing or correspondence address.

   Unlike invoice creation, the quotation form accepts free-text client details. If the client is already in your contacts, type their name to speed up data entry — you can also convert the quotation to an invoice later, at which point the full client record will be linked.

3. Set quotation details

   Complete the Quotation Details card:

   Field	Notes
   Quotation Number	Enter manually (e.g., QUOT-001) or click Generate for an auto-formatted number.
   Quotation Date	Defaults to today.
   Validity Period (Days)	How many days the quoted price remains valid. The default is 30 days. After this period the quotation is considered expired.
   Discount (%)	A percentage discount applied to the subtotal before tax is calculated.

4. Add line items

   In the Quotation Items card, add each product or service you are quoting:

   • Item — Select from your inventory. The item name, unit price, and unit of measurement auto-fill from the inventory record.
   • Description — An optional longer description for the line, useful for service-based quotations.
   • UOM — Unit of measurement (auto-filled from inventory).
   • Quantity — The number of units being quoted.
   • Price (₹) — The per-unit price. Edit if you want to quote a price different from the inventory default.

   Click Add Item to insert additional rows, or the minus button to remove a row.

5. Review the quotation summary

   The Quotation Summary card updates in real time as you add items:

   • Subtotal — Sum of all line item amounts before discount and tax.
   • Discount — The rupee value of the percentage discount applied.
   • Tax (18%) — GST applied to the discounted subtotal.
   • Total — The final amount the customer would pay.
6. Add terms and conditions

   In the Terms and Conditions card, enter any conditions that apply to your quote — for example, payment terms, delivery timelines, or warranty clauses. This text is printed on the quotation document.

7. Save the quotation

   Click Create Quotation. The quotation is saved with Draft status and appears in your Quotations list.

Quotation validity and expiry

Every quotation has a Validity Period measured in days from the quotation date. This is the window during which your quoted price and terms are binding. After the validity period lapses:

• The quotation is considered expired.
• You can still view and re-use the quotation, but you should issue a revised quote if pricing or terms have changed.

Set your standard validity period in line with your business norms. 30 days works well for most SMBs. For project-based businesses with volatile input costs, consider 7–14 days.

Convert a quotation to an invoice

When a customer accepts your quote, convert it to a tax invoice without re-entering any data.

1. Find the quotation

   Go to Quotations and locate the accepted quotation in the list.

2. Convert to invoice

   Open the quotation and click Convert to Invoice. Aczen Bilz creates a new invoice pre-filled with all the client details, line items, quantities, prices, and GST from the quotation.

3. Review and finalise

   The new invoice opens in edit mode. Confirm or adjust the invoice date, due date, and any other fields, then click Create Invoice to save it. The invoice is created with Pending status, ready to be sent.

Quotation statuses

Status	Meaning
Draft	The quotation has been created but not yet sent to the customer.
Sent	The quotation has been emailed or shared with the customer.
Accepted	The customer has agreed to the quote. Ready to convert to an invoice.
Expired	The validity period has elapsed without a response.

You can import multiple quotations at once using the Import button on the Quotations list page. Download the sample CSV template to see the required column format.