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Help centre · Quotations

Take the advance and bill a quotation

When a customer accepts, take the advance, bill each step of the payment schedule as an invoice when it is done, and take the payments. Everything goes into your accounts and the customer's account by itself.

Who can do this: The owner and store managers by default, or anyone whose role can Take payments and bill quotations.

What happens to the money

An advance is money the customer paid before you did the work. It is kept as an advance held for the customer, not as a sale, because you still owe them the work.

When a step of the work is done, you bill it: Sevo makes an invoice for that step, with VAT shared out from the quotation. The advance pays the invoice first; anything more goes on the customer's account, like a sale on account at the till.

Each payment pays the quotation's unpaid invoices first. What is left is held as an advance for the next invoice.

Take the advance

  1. Open the accepted quotation. The Payments and invoices box shows what was received, the advance held, what is owed and what is left to bill.
  2. Press Take payment. The amount of the first step (the advance) is filled in.
  3. Choose Cash, Card or Bank transfer, check the date, and add the bank slip number in Reference if you like.
  4. Press Save payment. It gets a receipt number like RC-0001.

If the quotation has no customer yet, Sevo asks for the customer's mobile number, because the money goes on their account.

Bill a step when it is done

  1. Press Bill a step. The next step not billed yet is ticked; tick more if they are done too.
  2. The box shows the invoice total, the advance it uses and what goes on the customer's account.
  3. Press Make the invoice. It gets a number like INV-0001, and the step shows Billed or Paid.
  4. Press PDF to print it, or E-mail to send it to the customer with what is due and how to pay.

A VAT-registered business may prefer to bill the advance step first and take the payment against that invoice, so the invoice carries the VAT from the day the money arrives. Ask your accountant.

Take the next payments

Press Take payment whenever the customer pays. It pays the unpaid invoices, oldest first, and the invoice shows what is still owed. The payments also appear on the customer's account and monthly statement under their receipt numbers.

The job is off: give back the advance

  1. Press Give back advance.
  2. Enter how much you give back (up to the advance held) and how, then press Give back.

Fix a mistake

Nothing is deleted: press Void next to an invoice or a payment and say why. It is reversed in your accounts and shows as void.

An invoice can be voided while nothing has been paid on it; its advance is held again and you can bill the step again. A payment can be voided while its advance has not been used by an invoice; void that invoice first if it has.

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