> ## Documentation Index
> Fetch the complete documentation index at: https://aczen-d43c4738.mintlify.site/llms.txt
> Use this file to discover all available pages before exploring further.

# 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

<Steps>
  <Step title="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).
  </Step>

  <Step title="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.                  |

    <Note>
      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.
    </Note>
  </Step>

  <Step title="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.                                                      |
  </Step>

  <Step title="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.
  </Step>

  <Step title="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.
  </Step>

  <Step title="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.
  </Step>

  <Step title="Save the quotation">
    Click **Create Quotation**. The quotation is saved with **Draft** status and appears in your Quotations list.
  </Step>
</Steps>

## 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.

<Tip>
  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.
</Tip>

## Convert a quotation to an invoice

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

<Steps>
  <Step title="Find the quotation">
    Go to **Quotations** and locate the accepted quotation in the list.
  </Step>

  <Step title="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.
  </Step>

  <Step title="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.
  </Step>
</Steps>

## 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.                   |

<Note>
  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.
</Note>