# Hardware step 5: turn quotes into invoices

> Quote a deck, fence or basement package for a contractor, share it, and turn the accepted quote into a sale or a special order.

Source: https://docs.smartposhub.com/business-types/hardware/step-5-quotes-to-invoices/  
Last updated: 2026-10-30  
Product: SmartPOS Hub (https://smartposhub.com)

Contractors rarely buy a deck on the spot. They ask for a price on a list of materials, compare, and come back. A **quotation** in SmartPOS Hub is that price list: saved with the customer, printable, shareable, and one click away from becoming the invoice.

## Before you start

- The contractor exists as a customer with their customer group ([step 4](https://docs.smartposhub.com/business-types/hardware/step-4-contractor-accounts-and-price-groups/)).
- Products and units are set up ([steps 2](https://docs.smartposhub.com/business-types/hardware/step-2-units-boxes-and-lengths/) and [3](https://docs.smartposhub.com/business-types/hardware/step-3-load-a-large-catalog/)).

## Make the quote

1. Open **Sell › Add Quotation**. (At the counter you can also build the cart in the POS and press **Quotation**.)
2. Choose the **Business Location** at the top right, then the **Customer**. Their price group is used for prices.
3. Add the products with quantities and units, for example 48 deck boards, 1,500 deck screws (15 × Box (100)), 25 joist hangers and a delivery charge as a service product.
4. Add a discount if you agreed one, and a note with the job address.
5. Click **Save** or **Save and print**.

![Add Quotation page with business location, price group selector, customer, pay term, invoice scheme, sale date and an empty products table](https://docs.smartposhub.com/_astro/add-quotation.wxygmfof.png) (web app page: `/sells/create?status=quotation`)
*Sell › Add Quotation: same form as a sale, but saved as a quote.*

## Share and follow up

Every quote is listed in **Sell › List quotations**, filtered by location, customer and date. From **Actions** you can view, print, edit or copy the **Invoice URL** to send by e-mail or message.

![List quotations page with filters for business location and customer and a table of quotations](https://docs.smartposhub.com/_astro/quotations-list.Df2TjpKd.png) (web app page: `/sells/quotations`)
*Sell › List quotations: every open quote with its customer and total.*

**Tip:** 
Agree how long prices are valid (for example 14 days) and write it in the quote note or in your invoice layout's footer. Lumber prices move fast.

## Turn the quote into an invoice

1. Open the quote with **Actions › Edit** (or **Recent Transactions › Quotation** in the POS).
2. Check stock and prices; change quantities if the job changed.
3. Finish it: **Credit Sale** for a house account, or take a full or part payment.
4. The quote becomes a final sale with its own invoice number; stock is deducted now.

For special orders (doors, windows, cut glass) that you order in and deliver later, take a deposit and record a [sales order](https://docs.smartposhub.com/selling/quotations-drafts-and-orders/) instead (switch on **Enable Sales Order** in **Settings › Business Settings › Sale**).

## Tips and mistakes to avoid

- Don't finish a big quote at a location that doesn't hold the stock. Pick the yard location, or transfer the stock first.
- Use the unit dropdown on quote lines, so "1,500 screws" prints as 15 boxes.
- Delete or let old quotes expire in your process; they do not affect stock but clutter the list.

Next: [step 6: purchase orders and receiving](https://docs.smartposhub.com/business-types/hardware/step-6-purchase-orders-and-receiving/).

  - [Quotations, drafts and orders](https://docs.smartposhub.com/selling/quotations-drafts-and-orders/)
  - [Combo and service products](https://docs.smartposhub.com/catalog/combo-and-service-products/)
  - [Customer portal](https://docs.smartposhub.com/customers/customer-portal/)

## Frequently asked questions

### Does a quotation reserve stock?

No. Quotations do not change stock or the customer's balance. Stock is deducted when the quote becomes a final sale, so check availability before you convert a big quote.

### How do I send a quote to a contractor?

Print it, or use Actions › Invoice URL in Sell › List quotations to copy a link you can send by e-mail or message. With the customer portal on, the contractor also sees the quote there and can accept or decline it.

### Will the quote use the contractor's prices?

Yes. Choose the customer first; the prices of their customer group's price group are used, as in a sale.

### How do I turn an accepted quote into an invoice?

Open it from Sell › List quotations with Actions › Edit, or from Recent Transactions › Quotation in the POS, check prices and quantities, then finish it as a sale with a payment button or Credit Sale.

### The customer wants the materials delivered next week. What do I use?

A sales order, if Enable Sales Order is on, or finish the sale now and track delivery with the shipping status on the sale.

### Can I reuse a standard deck package for every customer?

There are no quote templates. Save a draft or quotation for a sample customer and copy the lines into new quotes, or build the package as a combo product if you sell it often.