Quotations

1. Open Quotations and press New quotation (or the New button anywhere, then Quotation).
2. Customer: choose a customer, or choose Walk-in customer and type a name and phone. Add the site address if the work is somewhere else.
3. Items: choose a product from your rate card, type the size or quantity, and press Add item. Repeat for every window, room or item of work. The rate, quantity and amount fill in by themselves.
4. Price and terms: add a discount, other charges, GST and the payment terms. Your company's terms are already there.
5. Review and save: check the total, press Preview to see the customer's copy, then press Save.

Then open it and send it: How do I send a quotation on WhatsApp?

For a returning customer, step 1 offers "Same as last time?" with a Copy its lines button.

Measurements are typed in feet unless you choose another unit.

• Default measurement unit on the Items step sets the unit for new lines: feet, inches, mm, cm or metres.
• Each measurement box can still have its own unit, so a 1200 mm window and an 8 ft wall can sit in one quotation.
• The product decides which boxes appear: per sq.ft. asks width and height, running foot asks length, per piece asks quantity, and a custom formula asks whatever it uses. See How is the amount on a line worked out?.
• Window lines show Size (mm) on the document as well.

Area is rounded the way your company chose under Settings > Documents & terms > Area rounding (exact, 2 decimals, nearest 0.5 sq.ft. or nearest whole sq.ft.).

If the amount looks wrong, check the unit next to each box first: 1200 typed as feet instead of mm is the most common mistake.

1. On the Items step press Paste a list.
2. Type or paste one item per line, or separate them with commas: how many, what, and the size if it has one. For example:

• 3 sliding windows 5x4
• 1 French door 6 x 7 ft
• Casement window 1200 x 1500 mm - 2 nos

1. Check the matches. Entries marked in amber matched none of your products: pick one for each, or choose Leave this one out.
2. Add them. Each becomes a normal line you can still change.

Also handy: A whole room (interiors), Measure a room (turnkey) and Openings schedule (windows) on the Items step build several lines from one room or one list of openings.

1. On the Items step, type a room under Rooms (for example Kitchen) and press Add room. Add as many as the job has.
2. Press Add items here on a room, then add its items as usual. Each line also has a room box, so a line can be moved to another room at any time.
3. Rename a room by typing over its name, put rooms in order with the up and down arrows, or remove one. Removing a room that has items asks first, and takes its items away too.

On the quotation and its PDF each room is its own section with a subtotal, in the order you set. With two or more rooms a Room summary lists each room's total above the grand total. Lines without a room are listed at the end.

Professional fees are not put in a room, because they usually cover the whole job.

For window quotations the location (for example "Master bedroom") is also shown with each window.

1. On the Items step, switch on Give the customer a choice.
2. Name each version (up to four), for example "Laminate" and "Acrylic".
3. When adding a line, choose which version it belongs to, or Every option for lines common to all.
4. Save. The document shows a comparison of the versions with a total for each.

When the customer decides, open the quotation and set Customer chose. The total, the invoice and the project then use only that version's lines.

1. On the Price and terms step, find Discount.
2. Type the number and choose % or the rupee amount next to it.
3. The summary on the right shows the subtotal, the discount and the GST worked out on the discounted amount.

For a lower price on one line only, change that line's rate on the Items step instead.

Rounding: Round off total rounds the grand total to the nearest rupee and shows the round-off as its own line.

• The GST switch on the Price and terms step turns tax on or off for this document only.
• The box beside it is the GST rate for the whole document. It starts at your company's usual rate (Settings > Documents & terms > GST by default); type another, for example 12, for this document only.
• GST is worked out on the subtotal after the discount. Other charges are added after GST and carry no GST.
• The drop-down below decides the split: From the customer's state, Same state as us (CGST + SGST) or Another state (IGST). See CGST and SGST or IGST?.

One document has one GST rate. If a job needs two rates, make two documents.

If your company is under the GST composition scheme, no GST is charged at all and invoices are issued as a bill of supply.

1. Open the quotation from Quotations.
2. Press Edit. The form opens with everything filled in.
3. Make the changes and save. It keeps the same number and date.

The customer's link shows the new version straight away.

Want to keep the first version for your records? Press Duplicate instead: a new quotation with a new number is filled in with the same lines, and the old one stays as it was.

A quotation already turned into a project does not update the project's scope. Change the project, or record extra work as a change order.

Open the quotation and press Duplicate. A new quotation opens filled in with the same lines, rates and terms, with the next number. Change the customer and anything else, then save.

For the same customer, a new quotation also offers Same as last time? with Copy its lines on the Customer step.

Rates on the copy are the ones on the old quotation. To reprice from your current rate card, remove the lines and add them again.

1. Open the quotation from Quotations.
2. Press WhatsApp. WhatsApp opens with a ready message and a private link to the quotation, addressed to the customer's phone.
3. Press send in WhatsApp.

Other ways:

• Share opens your phone's share sheet (email, Telegram, anything).
• Download PDF saves the file to attach yourself.
• If sharing is not available on the device, the message is copied: paste it anywhere.

The customer sees the same branded quotation, with buttons to Accept, Ask a question or say Not yet. Their answers appear on the quotation under From the customer.

After sending, set the status to Sent from the ⋯ menu on the list, so it changes to Viewed when they open it.

1. Open the quotation. If the customer has not accepted on the link, press Mark accepted.
2. Press Create project. Inbecto makes the project with:

• the scope copied from the quotation (only the chosen version's lines, if you gave a choice),
• starter tasks and stage milestones for the kind of work,
• payment stages from the quotation's payment schedule,
• a measurement visit.

1. Press Raise invoice for the advance, or bill stage by stage later.

The quotation then shows Open project.

1. On the Price and terms step, find Payment schedule.
2. Pick a usual schedule, or press Add a stage and type a name and percentage for each (for example Booking 40%, Production 40%, Handover 20%).
3. The amounts are worked out from the grand total.

The schedule prints on the quotation. When the quotation becomes a project, each stage becomes a payment milestone there. Also write it in words in Payment terms if you like ("50% advance, balance before delivery"); a percentage advance written there is offered to the customer when they pay from the link.

• From the quotation: Download PDF.
• From the list: ⋯ > Download PDF.

The print page opens and your browser's print window appears. Choose Save as PDF as the printer (on a phone, Print then Save as PDF). The file is named after your company, the document number and the customer, for example "Sharma Interiors - SI-Q-0042 - Anita Rao".

On the phone app the PDF opens the share sheet so you can send or save it.

If nothing happens, see The PDF does not download or looks cut off.

1. Choose the window or door product, the option (glass or finish), and type the width and height. The drawing follows the size.
2. Under Window details, set the code (W1, D1), location, design, tracks, top light, mesh, fan cut-out position, hardware and remarks, then press Add item. Repeat for each opening.
3. Switch on Window-by-window layout below the lines.
4. Fill in the Cover letter (blank uses a standard letter) and Pre-requisites for installation, one per line.
5. Save and preview.

The document has a cover letter, one block per window with its drawing, size, area and price, a quote summary with average price per sq.ft., then your terms and pre-requisites.

Save the cover letter and pre-requisites in a template (Settings > Templates) so every window quotation starts with them.

1. On the Items step press Professional fees.
2. Pick a saved preset or a starting point, or add one fee: choose How it is charged (retainer, percentage, fixed, per sq.ft., per room, per hour, per visit) and the rate.
3. For a percentage fee, choose the project value it is taken of: the work quoted on this quotation, one of the customer's projects or quotations, or a typed value.
4. Press Add these fees. Each fee becomes a line, with GST like any other line.
5. Tick Save these fees as a preset to reuse the same mix next time.

A percentage of the work quoted is worked out on the total value of the project as quoted, and changes as you add, change or remove lines:

• It counts every line at its own amount, before the discount on the whole quotation and before GST. The discount and GST then apply to the fee like any other line.
• Other fee lines (a retainer, a fixed fee) are not counted, so a fee is never charged on another fee.
• On a quotation with options, a fee in every option is worked out on each option's own total: the lines in every option plus that option's lines. Each option shows and prints its own fee, and the option the customer chooses is the fee that goes on the invoice and the project.
• A fee put in one option is worked out on that option alone.

Presets can also carry payment stages (for example 30% on design sign-off), which fill the quotation's payment schedule. Fees for design services usually use SAC 998391.

On Quotations, open the ⋯ menu on the row and choose Delete, then confirm. The quotation and its customer link are removed.

Deleting cannot be undone, and it leaves a gap in your numbering. For a quotation the customer turned down, change the status to Rejected instead: it stays in your acceptance rate and history.

1. Open Design studio and lay out the room or floor.
2. The Estimate on the right prices it from your own rates as you change the plan.
3. Press Make a quotation at the top, beside the total before tax. The Estimate has the same button: Make a quotation from this (one room) or Make a quotation, room by room (whole floor).
4. A new quotation opens with the lines and rooms filled in. Choose the customer, check and save.

When your workspace sells more than one service, the Items step has a tab for each. Each tab has its own quick form:

• A whole room (interiors): name the room (Master bedroom, Kitchen) and pick what goes in it; lines are added with the room filled in.
• Measure a room (turnkey): give the room's length, width and height, and the work is measured for you: wall area for paint, floor for tiles, ceiling and so on.
• Openings schedule (windows): list each opening with its product, width and height in mm; press Another opening for the next one.

Lines with a room or area are grouped room by room on the quotation.

On a quotation link the customer can:

• Accept: they type their full name and the quotation becomes Accepted.
• Ask: a question or a change, for example "Can the bedroom window be 3 track with mesh?".
• Not yet: tells you they are still thinking.

On an invoice link they see the bank details and, if your bank details include a UPI ID, an Open my UPI app button with the amount filled in. Already paid? lets them tell you the amount and reference.

Every answer appears on the document under From the customer, and the person who made it is told in the bell.

"Already paid" is only a note from the customer. Check your bank, then record the payment on the invoice yourself.

• Draft: saved, not sent yet.
• Sent: you sent it. Set it from the ⋯ menu > Change status on the list.
• Viewed: a Sent quotation changes to Viewed by itself when the customer opens the link.
• Accepted: the customer pressed Accept on the link, or you pressed Mark accepted.
• Rejected: they said no. Set it yourself.
• Expired: past its validity. Set it yourself when you no longer stand by the price.

The list shows Awaiting decision, Accepted value and Acceptance rate (accepted out of all decided ones). Validity days come from Settings > Documents & terms > Validity.

Open Settings > Documents & terms and set the Quotation prefix, Estimate prefix and Invoice prefix. Every new document gets the prefix plus the next number. Changing a prefix affects new documents only; old ones keep their numbers. See How does document numbering work?.

Terms print exactly as you wrote them, as the last page of every quotation and invoice. To get them neat:

• Number your points yourself (1. 2. 3.) and use a. b. for sub-points; your numbering is kept, never renumbered.
• Lines you did not number are numbered for you.
• A line ending with a colon, like "Payment:", prints as an underlined heading.
• Put two asterisks on each side of a word to print it in bold.
• Put each point on its own line. Blank lines separate groups.

Edit them in Settings > Documents & terms, or per template under Settings > Templates. Import .txt / .md loads a text file, and Load standard terms gives a starting point. Already-saved documents keep the terms they were saved with; edit the document to pick up new terms.

Work down the list:

1. Units: a size typed in the wrong unit (1500 as feet instead of mm) gives a huge amount. Check the unit next to each measurement.
2. Quantity: "2 nos" multiplies the line; a window line can have a quantity too.
3. Rate: the rate comes from the product and the option (glass, finish) chosen. An option can carry its own rate. Check Product master and Price master.
4. Calculation method: per sq.ft., running foot, per piece or a custom formula decide what is multiplied. See How is the amount on a line worked out?.
5. Discount: % and ₹ give very different totals.
6. GST: on or off, and the one rate typed beside the switch for the whole document.
7. Other charges and Round off are shown as their own lines.
8. Area rounding in Settings can round each area up to 0.5 or a whole sq.ft.

If the figures still do not add up, raise a help request with the quotation number: we can see exactly how it was worked out.

What the messages mean:

• "Please add at least one item." Choose a product, enter the size, and press Add item: lines only count once added to the list.
• "Please select a product." The line has no product chosen.
• No connection: quotations need internet to save. Keep the page open, reconnect, and press Save again.
• Not allowed / permission: your role or an access switch gives you view only on Quotations. Ask your company administrator.
• Limit reached: your plan's document limit. See Limit reached.

If it still fails, raise a help request from this screen: the page you were on is sent with it.