Let’s have a look at the various settings you can configure for the Quotes module in Zoho Books.
To configure your quote preferences:
- Go to Settings and Preferences.
- Select Quotes in the left menu.
Edit Invoiced Quotes
A quote can be converted into an invoice in Zoho Books. If you want to allow quotes which are invoiced to be edited, select the Allow editing of Invoiced Quotes? option.
When you make any changes to an invoiced quote, the changes won’t reflect in the invoice. You’ll have to convert the edited quote to a new invoice.
Accept/Decline Quote from Shared Link
When you share a quote link with your customer, they can accept or reject the quote by directly accessing the link. Select the Allow customers to accept or decline the quotes via the public link option if you wish to enable this feature.
Also, if you have enabled the option to create a retainer invoice while creating the quote, your customer will receive the retainer invoice in their email once they accept the quote.
Activites done by your customer through the shared link such as accepting/declining a quote, or adding any comment(s) on it will be displayed in the Comments & History section of the quote as done through the public link.
Conversion of Quote to Invoice
When you send quotes to your customers, they can either accept or reject it. If they accept your quote, the quote can be automatically converted into an invoice. In other words, a new invoice is generated for the accepted quote. You can decide how this new invoice is saved:
Save as Draft: The invoice will be saved in the Draft status and will not affect any of your reports.
Save and Send: The invoice generated for the quote will be emailed to the customer provided you have saved the email address of the contact. Otherwise, it will be saved in the Draft status.
Fields in a Quote
You can enable/disable the following fields to be displayed on your quotes:
- Customer Notes
- Terms & Conditions
Terms & Conditions
Enter the Terms and Conditions of your business to be displayed in your quotes.
Enter any notes that you want to display in your quotes for your customers.
After configuring the desired preferences, click Save on the bottom of the page.
You can add multiple custom fields for the Invoices module and assign different data types for each of them. Learn more about Field Customization.
With Validation Rules, you can create rules to set restrictions for the data being recorded. Learn more about Validation Rules
Custom Buttons & Links
You can create new buttons in the Invoices module to perform specific actions for your transactions, or to open external links. You can create them using deluge script and execute actions based on the functions you add. Learn more about Custom Buttons & Links.