Sevo Biz App
Sign inStart free trial
Help centre · Quotations

Quotations: make, sign and send

Give a customer a price on your letterhead, sign it with your own signature, and send it by e-mail with a cover letter or on WhatsApp. Customers can accept and sign on their phone.

Who can do this: The owner and store managers by default, or anyone whose role can make and send quotations. Signing needs the Sign quotations permission.

What a quotation is

A quotation tells a customer what you will supply and for how much, before they decide. Sevo prints it on your letterhead from Settings → Company, with a greeting, the items, the total, a payment schedule if you want one, your terms and your bank details, and your signature.

A quotation is not a sale: nothing leaves your stock and nothing reaches your accounts until the customer accepts and you take the money.

Make a quotation

  1. In the menu, open Sales → Quotations and press New quotation.
  2. Under Customer, find one of your customers by name or phone. For a new customer, just type the name in Customer or company name. If you add a mobile number, they are added to your customers when you save.
  3. Fill in For the attention of (the person the letter greets, for example Mr Rangana Disanayaka), the address, mobile and e-mail.
  4. Check the Date and Valid until. The language you choose is the language of the PDF and the cover letter.
  5. Under Items, press Add a line and describe what you offer, for example Stair case Glass Railing, 20 lft at 11,000. Type the unit as you say it: lft, sq ft, each, job. You can also Add from your products to take the name and price from your catalogue.
  6. If you take the money in steps, add a Payment schedule, for example 50% advance and 50% on completion. The steps must add up to the total.
  7. Check the Closing line, Terms and conditions and Payment instructions (your bank accounts), then press Save quotation.

If something is missing, the screen tells you under the box and saves nothing. Numbers are given in order, like QT-0020, when you first save.

Sign it

Your signature goes above Authorised signature on the quotation. You draw it once with your finger on a phone or tablet (or with the mouse), and Sevo keeps it for your next quotations. Nobody else can sign with it.

  1. Open the quotation and press Sign.
  2. The first time, type your name as it should be printed, draw your signature in the box and press Save and sign.
  3. From then on, Sign shows your saved signature: press Sign quotation.

Changing a signed draft takes the signature off, because it approved what was on the page. Sign again after the change. You can redraw your signature in My account.

Send it by e-mail with a cover letter

The e-mail is the cover letter. It comes from your business name and replies go to your company e-mail, which also gets a copy. The quotation goes with it as a PDF, with a button for the customer to view and accept it online.

  1. Press Send by e-mail.
  2. Check the customer's e-mail, the Subject and the Cover letter. They are filled in from your template with the customer's name, the number, the total and the date; change anything you like.
  3. Tick Also print the cover letter as the first page of the PDF if the customer prints documents.
  4. Press Send e-mail. The quotation shows whether it was sent, or why not with Try again.

Send it on WhatsApp

  1. Press WhatsApp. WhatsApp opens on your device with a short message and the link to the quotation, to the customer's mobile number.
  2. Press Send in WhatsApp.

You can also press Mark as sent after printing it or reading it out on the phone. From then on the customer's link works and you can Copy customer link.

When the customer answers

The customer opens the link on any phone or computer. They see the quotation under your letterhead, can download the PDF, and press Accept and sign: they type their full name and draw their signature with a finger. Or they press Decline and can say why.

You get an e-mail at once, and the quotation shows Accepted with their signature, the time, and a record of the device and a fingerprint of exactly what they accepted. The PDF now shows both signatures and a last page with that record.

The history shows when it was sent and when the customer first opened it.

  1. If the customer answers you in person or on the phone, press Record the customer's answer and choose Accepted or Declined.

Change a sent quotation

A sent quotation is never changed, so the customer and you always read the same thing. Press New revision to get a copy numbered QT-0020-2 with today's date, change it and send it. The customer's old link then shows the new one.

A quotation past its Valid until date shows Expired; make a new revision with a new date to send it again. Cancel quotation withdraws a quotation: the customer's link says so.

See also

More in this area