A client's quotes and invoices

Two tabs sit next to each other on the client record and read as a pair: Quotation is everything you have offered this client, and Invoice is everything you have actually billed them.

The Quotation tab

Clients → the selected client → Quotation

Every quote raised for this client, newest first.

Column	What it holds
Quote Code	The quote’s reference — click it to open the quote
Client Name	The client and site it was raised for
Project/Site Name	The site the work is at
Quote Status	New, Sent, Approved, Reject, Revised Request or On Hold
Total (exc tax)	The quoted lines before tax
Tax Amount	The tax on them
Total (inc tax)	What the client would owe
Quote Date	When it was raised

The arrows beside a heading sort by it, which is how you find the biggest open quote or the oldest one nobody has chased.

Add Quote, top-right, raises a new quote with this client already filled in. 8 Columns Selected chooses which columns are drawn.

Reading down the Quote Status column is the useful habit here. A column of New against a client you have been quoting for months is a list of things that were never sent. What each status means, and what changes it, is in how quotes work.

The Invoice tab

Clients → the selected client → Invoice

Three figures head the tab: Total Invoice Amount, Paid Amount and Due Amount — everything billed, everything collected, and the gap between them.

Invoice → the invoice table

Column	What it holds
Invoice Code	The invoice’s reference — click it to open the invoice
Job Code	The job it was raised from, also clickable
Name	The client it was billed to
Billing type	How the invoice was billed
Invoice Date and Due Date	When it was raised and when it falls due
Total (exc tax), Tax Amount, Total (inc tax)	The money
Paid	How much has come in against it
Pay Now	A PAID badge when it is settled, or a link the client can pay through
Synced With	The accounting package the invoice has been pushed to
Invoice Sent	Whether it has actually gone to the client

Invoice Sent is the column people miss. A cross there is an invoice that exists in the app and has never reached the customer — which is a different problem from an invoice that is simply unpaid, and a much easier one to fix. See sending an invoice.

Around the table: Show Filtering Options opens the filters, the download and print icons take the list out of the app, and 13 Columns Selected chooses the columns.

Where to go next

• How quotes work — reading a quote, its statuses, and what happens when the client replies
• How invoices work — the invoice page, line items and the money
• Invoice payments — recording what comes in against an invoice
• A client’s payments — the same money as a running ledger