Hardware step 5: turn quotes into invoices

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).
• Products and units are set up (steps 2 and 3).

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.

/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.

/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 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.

Quotations, drafts and orders

Combo and service products

Customer portal