Sales and invoicing
Sales Tools in Leadnote for quotes, orders and invoices
Leadnote Sales Tools take a deal from product catalogue to quote, sales order, invoice and payment. See the flow, who can use it and where to set it up.
Leadnote Sales Tools let you quote a customer, take the order, send an invoice and record the payment without leaving the CRM. Every document is attached to a lead, so the lead page shows the full sales history of that customer.
Where to find it
Open Sales Tools in the left menu. The hub has cards for Products, Quotes, Sales Orders and Invoices, plus a card for exporting to accounting software. Price Lists are a tab on the Products page. Product Groups, Customer Groups and Sales Organisation open from the Settings hub. Saved addresses are managed from a lead (Manage Addresses in its actions menu) or from the address tabs of a document.
You can also start from a lead. The lead page has a Sales Transactions panel with tabs for Quotes, Invoices, Tasks and Sales Orders, each with a New button.
The flow from catalogue to payment
| Step | What you do | Read more |
|---|---|---|
| Catalogue | Add products to price lists, with a currency, price and tax rate | Products and product groups |
| Quote | Pick a customer, add lines, discount and tax, then share it | Create a quote |
| Sales order | Optional. Track delivery and shipped quantities | Sales orders |
| Invoice | Bill the customer with a due date and payment terms | Create an invoice |
| Payment | Record payments or send a Pay now link | Record payments and balances |
A quote can be converted to an invoice or to a sales order, and a sales order can be converted to an invoice. Conversion creates a new document with copies of the lines, addresses, tax and discount settings. The original document is not changed, and Leadnote does not move it to another stage for you.
Set it up once
Most of the setup lives in the Settings tab of the Quotes and Invoices pages. The two tabs are separate, so repeat the branding, tax and payment details in both. Review these before the first real document:
- Tax groups and rounding. See GST and tax settings.
- Numbering. See Document numbering.
- Branding, template and payment details. See PDF and sharing documents.
- Stages. Rename, recolour and reorder the stages a document moves through.
- Currency. See Currencies in sales documents.
- Regions, branches and divisions. See Sales organisation.
Who can use Sales Tools
| Role | Default access |
|---|---|
| Account Owner and Manager | Everything, including the Settings tabs, stages, tax groups, sales organisation, payment gateways, CSV export and bulk deletes |
| L1 User | View, create and edit. Works on documents they created or are assigned to. Can record payments on their own invoices. Cannot delete or export by default |
| L2 User | View only |
The Account Owner can change these defaults in the permission matrix. See Permission matrix. Some setup areas stay with the Owner and Managers whatever the matrix says: stages, tax groups, additional costs, payment terms, branding images, the sales organisation, payment gateways and bulk product delete.
A user who is not an Owner or Manager sees only the documents they created or are assigned to. If team visibility is on, that includes their teammates' documents. To create a document for a lead, the user must also be able to see that lead.
Working in the lists
The Quotes, Invoices and Sales Orders pages show summary tiles per stage, a search box and filters for stage, user, date range and value. The Quotes and Invoices pages also have Dashboard and Reminders tabs. Invoices add a Payments tab. Users with export access get an Export button that downloads the filtered list as a CSV file.
On the mobile app
The Leadnote mobile app shows the quotes and invoices of a lead, and you can create or edit a quote (this needs an internet connection). From a document you can convert it, record a payment, share it or delete it, depending on your role. The app also lists sales orders. Tax groups, additional costs, settings and invoice creation from scratch are done in the web app.
Frequently asked questions
Do I need a lead before I can create a quote or invoice?
Yes. Every quote, sales order and invoice belongs to a customer, and a customer is a lead in Leadnote. Search for the lead by name, company, email or phone when you create the document.
Can I turn a quote into an invoice?
Yes. Use Convert to Invoice on the quote. Leadnote creates a new invoice with the same lines, addresses, tax and discount settings. The quote itself is left as it was.
Why can I see a quote list but not create a quote?
Your role probably has view access only. L2 Users can view sales documents by default, and the Account Owner can change that in the permission matrix.