Xero does not have an inbuilt quote facility.
However, it is possible to quote, and even manage simple projects from the quote stage to final invoicing within Xero.
There are three stages to it:
- Preparing the quote template
- Creating the quote
- Managing the project from quote to final invoice.
Preparing the Quote Template
The inbuilt Xero invoice template shows the payment tear-off. You do not really want to have that in a quote. Also, your probably want a different text at the bottom of the quote to the invoice.
To get started, go to General Settings in Settings.
Select “Invoice Branding” to see your current invoice setup. Copy the Invoice Branding Layout to prepare your Quote Layout.
There are a few changes that are necessary, but you can of course further refine your layout. It is at this point you might want to use the docx export to customise your layout even more. We’ll just explain the quick way to get started with your quotes.
- Rename the Draft Invoice title to “QUOTE”
- Untick the “Show payment advice cut-away.
- Add your quote text to the Terms & Payment Advice.
- When you save the template, call it “Quote”.
Now you are ready to quote from within Xero.
Creating a Quote within Xero
The process is exactly the same as creating invoices. So select “Add receivable invoice” in the Dashboard and enter all details as you normally would for an invoice.
Here are the differences:
- Select “Quote” in the branding drop-down.
- Save it as a draft. Do not Approve it!
When you now look at the Draft tab, you can see all your quotes and email them to your prospects.
Managing Projects from Quote to Final Invoice
You can use the different stages within Xero to see where a project is at. All the quotes are sitting in Draft. When you get the go ahead, you can “Submit it for approval”. All your jobs in progress then sit in the Awaiting Approval tab.
Once the job is completed, you can approve it and send the invoice out. It is imp0rtant to remember changing the branding back to your invoice layout at that point. To do that, you just need to click on it to edit it.
After editing the branding back to your invoice template, you can email the invoice out.
It is possible to add notes at any step of this process. So if you have a team where one person looks after the quoting and sales, they could add a note for the production person who picks the job up in “Awaiting Approval”. They can add any changes to the pricing, either in the quote/invoice itself, or as a note to the finance person who will prepare the invoice to be sent out.
Looking forward to hearing about any other ways you use Xero to quote.