How to Add Quickly Quotation Management in Billplus App

The Billplus mobile app empowers you to efficiently create, manage, and convert quotations into sales invoices, streamlining your sales pipeline and client communication.

📝 Quickly Creating & Managing Quotations #

Creating professional quotations and following up on them is a key aspect of sales. Billplus provides intuitive tools to handle this process directly from your mobile device.

Feature Overview #

The Quotation Management feature allows you to:

• Quickly create new quotations for potential sales.
• Customize quotation details like voucher number, date, and due date.
• Select existing parties (customers) or add new ones on the fly.
• Add products or services from your catalog to the quote.
• Handle payment round-off during quotation creation.
• View, filter, and manage a list of all quotations.
• Download, share, or print quotations.
• Convert quotations directly into sales invoices once approved.

Step-by-Step Instructions: #

1. Log in to your Billplus account on your mobile device.
2. Navigate to the Sales Section (Initial Access Point):
   • While quotations are distinct from direct sales, they are often accessed from the main Sales context. From the bottom navigation bar of the app, tap the \”Sales\” icon.
   • On the Sales Dashboard, tap the three-dot menu icon at the top right (next to the \”+\” icon).
   • From the dropdown menu, select \”Quote\” to navigate to the Quotations section.
3. View and Filter Quotation List:
   • You will now be on the \”Quotation\” list screen. This screen displays:
     • Quotation Number (e.g., # QT/AB00001).
     • Client Name.
     • Quotation Date and Time.
     • Total Amount (e.g., ₹ 1,000.00).
     • Paid Amount (e.g., ₹ 0.00).
     • Status (e.g., Open).
   • At the top, you can filter the list by \”All,\” \”Paid,\” or \”Unpaid\” (though for quotes, \”Paid\” might indicate a converted invoice that has been paid).
   • Use the \”Search…\” bar or the filter icon (top right) to quickly find specific quotations.
4. Add a New Quotation:
   • On the Quotation list screen, tap the \”+ Quotation\” button at the bottom right.
   • This will take you to the \”Create Quotation\” screen.
5. Manage General Quotation Details:
   • In the \”General\” section, you\’ll see:
     • Voucher Number: An auto-generated quotation number (e.g., QT/AB00002).
     • Voucher Date: Current date.
     • Due Date: Current date.
   • Tap the \”Edit\” button in this section to modify the Voucher Number, Voucher Date, or Due Date for the quotation if needed.
6. Select or Add a Party (Customer):
   • Under the \”Party\” section, tap \”+ Add Party\”.
   • You can then select an existing party from your list or use the \”+ New\” button to quickly create a new customer profile.
   • Once selected, the party\’s details (Name, Phone Number, Place of Supply, GST, PAN) will be displayed.
7. Add Products/Items from Catalog:
   • Under the \”Products\” section, tap \”+ Add Items\”.
   • You will be taken to your product catalog. Select the products or services you want to include in the quotation.
   • After adding items, you can specify quantities and review prices.
8. Review Summary and Round Off Payment (Optional):
   • The \”Summary\” section will show:
     • Total: Sum of all product amounts.
     • Grand Total: Final amount after taxes/discounts.
     • Paid: Amount already received (initially ₹ 0.00 for a new quote).
     • Balance: Remaining due.
   • You may have an option to enable \”Round Off\” for the payment, adjusting the total to a whole number.
9. Save the Quotation:
   • After verifying all details, tap the \”Save\” button at the bottom of the screen to create the quotation. You also have a \”Discard\” option if you wish to cancel the creation.

Managing an Existing Quotation (Actions) #

Once a quotation is created, you can access its detailed view by tapping on it from the Quotation list (e.g., # QT/AB00001). On the detailed quotation screen, you\’ll find various action options at the bottom:

• Convert to Invoice: This critical feature allows you to seamlessly convert the quotation into a sales invoice once the client approves it.
• Print: Tap the \”Print\” icon to generate a physical copy of the quotation.
• Download: Tap the \”Download\” icon to save the quotation as a PDF file to your device.
• Share: Tap the \”Share\” icon to open your device\’s sharing options, allowing you to send the quotation via email, messaging apps, etc..
• WhatsApp: Tap the dedicated \”WhatsApp\” icon for quick sharing of the quotation with the client via WhatsApp.

Additionally, via the three-dot menu at the top right of the detailed quotation view, you have further management options:

• Edit: Tap \”Edit\” to modify any details of the existing quotation.
• Delete: Tap \”Delete\” to permanently remove the quotation from your records. Use with caution as this action is usually irreversible.
• Clone: Tap \”Clone\” to create a duplicate of the current quotation. This is useful if you need to create a similar quote to the same or a different customer, saving time on data entry.

These functionalities ensure comprehensive management of your sales quotations, from initial creation to final conversion, all within the Billplus mobile app.