Sales and invoicing
How to create a quote in Leadnote
Create a quote for a lead, add products, discount and tax, set its validity, move it through stages, share it and convert it to an invoice or sales order.
To create a quote, open Quotes under Sales Tools, click New Quote, pick the lead and give the quote a title. Then add products, check the discount and tax, and share it with the customer.
Create the quote
- Open Sales Tools and choose Quotes, or open a lead and use New on the Quotes tab of its Sales Transactions panel.
- Click New Quote. The Create quote panel opens.
- Search for the Customer by name, company, email or phone. The customer must be a lead you can see.
- Enter the Quote title. It is required, for example "Software License Proposal".
- Check the Currency, the quote date and the Validity (days). Leave validity empty to use the default from Settings.
- Optionally add notes or terms and a starting value. Adding line items later replaces the value with the line total.
- Click Create quote. Leadnote assigns the next quote number and opens the quote editor.
Add line items
On the Line items tab, click Add new line item or Search for Products, or use Browse products to open the catalogue. Picked products bring in name, part number, unit price, unit and tax percentage. Edit the Qty and Unit price as needed. The grid shows Amount, Disc %, Disc value, Tax %, Tax value and Total.
Typing a free-text line works when the setting Allow editing of Product Name, Part Number and Unit Price while creating a quote is on. An Owner or Manager controls it in Quote Settings.
Discount, tax and extra charges
The summary panel on the right works out the totals. The calculation order, with a worked example, is in GST and tax settings.
- Discount is always a percentage. Use the checkbox to switch between one discount for the whole quote and a separate Disc % on each line.
- Tax group sets the tax lines. The GST choices are in GST and tax settings.
- Add additional cost adds a charge such as Shipping, either from the costs defined in Settings or as a custom charge. A cost is a fixed amount or a percentage of the net total, and can be taxable or not.
Validity and expiry
The default validity is 30 days. When you create a quote, Leadnote sets the expiry date to the quote date plus the validity days. You can change the date in Delivery information under Expiry date. The printed quote shows it as Valid until.
Stages
The default quote stages are Draft, Sent, Viewed, Accepted, Rejected and Expired. New quotes start in the default stage, normally Draft. Change the stage from the dropdown in the quote header, or from the list with Change Quote Stage. The stepper at the top shows how many days the quote spent in each stage. Each stage has an SLA in days, which is the time a quote should spend there.
Some stages change for you: sharing a Draft quote by email or WhatsApp moves it to Sent. Nothing sets Viewed, Accepted, Rejected or Expired automatically.
An Owner or Manager can add, rename, recolour, reorder and delete stages in the Settings tab, and choose the default stage. A stage that is in use cannot be deleted.
Other tabs on the quote
| Tab | Use it for |
|---|---|
| Notes | Internal notes. People can delete their own notes |
| Attachments | Files up to 20 MB |
| Shipping & billing | The Bill To and Ship To addresses |
| Payment & footer | Choose whether the printout shows a payment QR code, bank details and payment link, plus payment notes, terms and the footer |
| Quote log | Created, updated, stage changes, sharing and conversions |
Share, duplicate and convert
- Preview and Download PDF open the printable quote. Share offers Email, WhatsApp and Copy link. See PDF and sharing documents.
- More actions has Convert to invoice, Convert to sales order, Duplicate and Delete. Convert creates a new document with the same lines, addresses, tax, discount and currency, dated today. The quote number and date are saved in the new invoice's References tab.
- Duplicate makes a copy titled "(copy)" with a new number.
- Delete removes the quote with its notes, attachments and log. Only the creator or an Owner or Manager can delete.
Once a quote is issued, its currency and exchange rate are locked. A quote is issued when you share it by email or WhatsApp, move it out of the default stage, or create it directly in another stage. Copying the link does not issue it.
Who can create quotes
Account Owners and Managers can create and edit every quote. L1 Users can create quotes and edit the ones they created or are assigned to. L2 Users can view only by default. The Account Owner can change this in the permission matrix.
On the mobile app you can create, edit, convert and share a quote from a lead, with an internet connection. Tax groups and additional costs are managed in the web app. See Create an invoice for the next step.
Frequently asked questions
How long is a quote valid in Leadnote?
The default is 30 days. Leadnote sets the expiry date to the quote date plus the validity days when you create the quote. You can change the default in Quote Settings or the expiry date on a single quote.
Does a quote expire by itself?
No. The expiry date is printed as Valid until and you can filter by it, but Leadnote does not change the stage on its own. Move the quote to Expired yourself.
Does converting a quote mark it as Accepted?
No. Convert to Invoice creates a new invoice and leaves the quote in its current stage. Change the stage yourself.