Multi-currency quotes and invoices with exchange rates

Every Leadnote quote, sales order and invoice has its own currency. Pick it when you create the document, and Leadnote stores an exchange rate to your base currency so reports can add everything up without mixing currencies.

Base currency and enabled currencies

Your base currency is the currency of your reports and totals. You choose it in Settings, My Organization Profile, in Locale Settings. It becomes Locked as soon as the organisation has a quote, invoice, sales order or payment.

In the same Settings page, the Currency area has Enabled currencies. Choose every currency the platform offers, or a shorter list that your team may use on documents, payments, deals and price lists. The base currency is always enabled. Switching a currency off only blocks new documents, payments and prices in it. Existing documents keep their currency.

Choose the currency of a document

• New documents use the Default Currency from the Settings tab of Quotes or Invoices. For sales orders it is Set Default Currency for Sales Orders. If it is empty, Leadnote uses the base currency.
• When you create a quote or invoice you can pick another Currency in the creation panel. On the open document there is a currency picker next to the value.
• Changing the currency relabels the amounts. It does not convert the prices already on the lines. Leadnote reminds you to check them, or to pick the products again.

Amounts follow the currency's own decimals: none for JPY, two for INR and three for KWD. A value with too many decimals is highlighted, and you must fix it before saving.

Product prices in other currencies

When you add a product to a document in another currency, Leadnote picks the price in this order:

1. An explicit price you set for that currency on the product.
2. A converted price: the product's price converted at the exchange rate, shown with a converted price label.
3. No price: if there is neither, Leadnote tells you the product has no price in that currency and no rate to convert from.

Set explicit prices on the product's Pricing tab under Prices in other currencies, or for a whole price list on its Prices by currency tab. Removing an explicit price returns the product to its converted price. See Products and product groups and Price lists.

Additional costs such as shipping are fixed amounts in the document's own currency. They are not converted.

Exchange rates

Platform rates are daily reference rates that Leadnote loads from its rate provider. A weekend or holiday uses the previous business day. A platform rate older than the maximum age is refused. The platform's default maximum is seven days, and you can set your own under Refuse platform rates older than (days).

You choose the Rate source under Exchange rates in the Currency area:

• Platform rates: always use the published rates.
• My fixed rates first: use your own rate for a pair when you have one, otherwise the platform rate.
• My fixed rates only: use only your own rates.

To add a fixed rate, fill in Currency, Rate, Converts to, an optional Valid from date and a note, then click Save fixed rate. Use a dot for the decimal point. For example, 1 KWD = 270.5 INR. If a currency you bill in shows Rate missing, the platform feed has no rate for it, so add a fixed rate. Documents that are already issued keep the rate they were issued with.

When the rate is frozen

A document stores the rate it used and the total in your base currency. Until the document is issued, every save takes the rate again. After it is issued, the rate is frozen and only the base amount follows an edited total.

A document is issued when:

• you share it by email or WhatsApp,
• you move it out of its default stage (Draft or New),
• you create it directly in another stage,
• you record the first payment against an invoice, or
• it is a sales order, which is issued on creation.

From then on the currency picker is disabled and the page says the currency is locked. Create a new document to bill in another currency. If no rate is available, you can still save, and the rate is filled in later once one exists.

Payments, totals and reports

A payment is always in the currency of its invoice, and Leadnote stores its base amount using the rate on the payment date. Which currencies an online Pay now link can charge depends on your gateway. See Record payments and balances.

The summary tiles on the Quotes, Invoices and Sales Orders lists never add different currencies together. You can show them in the base currency, using the rate of each document, or per currency. Reports in the base currency add up the stored base amounts, so old totals do not move when today's rate changes.

Lead deal sizes have their own currency, which you can change on the lead. Reports convert them to the base currency.

Who can change currency settings

Base currency, enabled currencies and rates need permission to edit Settings, which the Account Owner and Managers have by default.