Price quotes
Creating price quotes for customers with a PDF, signature, confirmation and conversion into a sales order.
A price quote is the first step of a deal with a customer. You build it from items, generate a PDF with the company logo, sign it on behalf of your company and, once the customer agrees, convert it in one step into a sales order and a project (sales orders are part of the All for business tariff). You will find it in the menu under Sales → Price quotes, and in the mobile app in the Documents & invoicing section.
Who works with quotes
- The administrator sees and edits all of the company's quotes.
- Other users need at least the čtení (read) level on the Price quotes module in their Role: they can then view the whole company's quotes, without the Nová cenová nabídka (New price quote) button and without saving in the detail. With the editace (edit) or editace vlastních (edit own) level they create new ones; with editace vlastních they edit, sign and delete only the quotes they created themselves.
- The Price list opens already with the čtení level on the Price quotes module. Prices in it may be changed only by the administrator and users with the editace level.
- A user whose role has Doklady jen z dopravy (Transport documents only) turned on sees only transport quotes (see Transport).
Quote list
The table shows Číslo CN (Quote number), Partner, Vystaveno (Issued), Platnost do (Valid until), Celkem bez DPH (Total excl. VAT), S DPH (Incl. VAT), Stavba (Project) and Status. You can filter by status, type (Stavba / Doprava - project / transport), partner, project, period and by searching. The administrator also has a Nový kontakt (New contact) button in the header for quickly creating a customer.
Each row has actions depending on the quote's status:
| Action | When it is offered |
|---|---|
| Sign price quote | The quote is issued and not yet signed |
| Confirm price quote and Reject price quote | The quote is issued and signed; allowed for the person who created the quote or the administrator |
| Create sales order | The quote is confirmed and no order has been created from it yet; allowed for the author of the quote or the administrator (only on the All for business tariff) |
| Download PDF | Always |
Creating a quote
- Open Sales → Price quotes and click Nová cenová nabídka (New price quote).
- For the project, use the switch to choose Již existující zakázka (Existing job) and select the project (projects in the Preparation and Execution phases are offered), or leave Nová zakázka (New job) and just type the name of the future project. The project is not created at this point; you select or create it only when converting the quote into an order (the mobile app can create it straight from this name).
- Select the Odběratel (Customer). If they are not in your contacts yet, create them with the + icon next to the field.
- Fill in the Nadpis (Heading) and Popis (Description; formatted text). In the PDF they appear together with the project name in the Pro akci (For project) box.
- Check the Typ daně (Tax type) - a VAT payer chooses Klasická (Standard) or Přenesená (Reverse charge), a non-payer has Neplátce (Non-payer) - and the Měna (Currency).
- Add items with the Přidat položku (Add item) button: Množství (Quantity), MJ (Unit), Název (Name), Částka (Amount), optionally Sleva % (Discount %) and Sazba daně (Tax rate). Celkem (Total) is calculated. You change the order of items by dragging.
- As needed, enter Sleva na celý doklad (%) (Discount on the whole document), Typ nabídky (Quote type), Datum vystavení (Issue date) and Platnost do (prefilled with 30 days).
- Attach files (by dragging them into the attachments field) and click Vytvořit (Create).
The quote number (ID cenové nabídky, Quote ID) is assigned by the system when you save:
- a quote for a project gets a number from the project's series in the format CN/year/project number/sequence, e.g. CN/26/911/002,
- a quote without a project gets a number from the company number series, which the administrator sets in Nastavení firmy → Doklady a číselné řady (Company settings → Documents and number series) (see Number series).
If you close the new quote window without saving, the next time you open it the app asks Obnovit rozepsaný formulář? (Restore the unfinished form?) and you can continue where you left off. The draft is kept only in this browser.
Billing items
For an item you can tick Fakturační položka (Billing item) and choose the Typ sazby (Rate type): Obecná (General), Stroj (Machine; you select a machine) or Osoba (Person; you select a worker). When a sales order is created from the quote, the prices of the billing items are saved as the project's billing rates. Invoice documents then calculate the hours of machines and people directly at the prices from the quote.
Importing a quote from a supplier
The Importovat z dodavatele (Import from supplier) button creates items from the PDF quote of your material supplier:
- Upload the supplier's PDF quote and enter the Marže (%) (Margin %) by which the material unit prices are increased.
- Optionally tick Ocenit i demontáže stávajícího stavu (Also price the removal of the existing state).
- After loading, AI inserts the sections MATERIÁL (material) and possibly DEMONTÁŽE (removal) and PRÁCE (labour) with suggested work and its estimated price into the quote.
The system remembers the names and prices of work that you edit and save in the quote, and uses them in the next import instead of its own estimate.
Transport quotes
The Typ nabídky is Stavba (Project) or Doprava (Transport). Transport quotes also appear in the Transport module, and when they are confirmed, a transport order is created instead of a sales order.
Quote statuses and flow
| Status | Meaning |
|---|---|
| Vystavená (Issued) | The quote has been created. The author's name is shown under the status in the list. |
| Potvrzená (Confirmed) | The customer has agreed to the quote. An order can also be created from it later. |
| Potvrzená - vystavená objednávka (Confirmed - order issued) | The quote was confirmed and a sales order (or transport order) was created from it right away. |
| Odmítnutá (Rejected) | The customer did not accept the quote. |
- Signature - the Sign price quote icon opens a PDF preview and the Podpis dodavatele (Supplier's signature) field. You sign on behalf of your company, with your finger or mouse, and confirm.
- Customer's decision - once the quote is signed, you record the result with the Confirm or Reject icon. Only an issued quote can be confirmed or rejected.
- Conversion into an order - in the Potvrzení cenové nabídky (Price quote confirmation) dialog, tick Vytvořit přijatou objednávku (Create sales order) and fill in Datum dodání (Delivery date) and Datum splatnosti (Due date). If the quote does not have a project selected yet, choose it in the Stavba field or create it with the + icon. You can also create the order later with the Create sales order icon on a confirmed quote. Sales orders are part of the All for business tariff: on the Company tariff the dialog instead offers Založit stavbu a převzít sazby do Podkladů fakturace (Create project and take over the rates into Invoice documents), the quote is confirmed, the project is created from the name typed in the quote and the rates from the quote are written into the Invoice documents; no order is created.
The customer, items including discounts, billing items, tax type, currency, heading and description are copied to the sales order. The order gets a number from the project's series and continues in the Sales orders module, from where it is invoiced.
A saved quote is locked. The administrator or a user with the editace (edit) or editace vlastních (edit own) level for the Price quotes module unlocks it with the lock icon Odemknout pole (Unlock fields) in the window header (with edit own, only their own quote); the Uložit (Save) button is shown only on an unlocked quote. Saving returns the quote to the Vystavená (Issued) status and deletes the signature only when the content has changed (items, prices, texts, dates, customer or project), so it then has to be signed and confirmed again. Saving without a change keeps both the signature and the status.
Quote PDF
The PDF contains the company logo and details from Nastavení firmy, the customer, dates (issue date, quote validity), payment method, contact person, items, discounts, for a VAT payer the tax bases by rate and totals including VAT, and the Za dodavatele (For the supplier) signature. PDF attachments of the quote are appended after the quote into a single file when you download it.
You download it with the Download PDF icon in the list or in the signature window. On the web, the quote has no built-in e-mail sending; you send the PDF to the customer yourself. From the mobile app you send it directly (see below).
Price quotes in the mobile app
In the mobile app you will find quotes in the Documents & invoicing → Price quotes section. Compared to the web, it can also:
- build a quote in a step-by-step wizard, including Sections for grouping items and selecting the customer's contact person,
- insert items with the Add from price list button from the Price list, or from the Last billed tab with prices from earlier quotes,
- suggest travel based on the actual route from the departure point to the site and back, priced at the rate of the selected vehicle,
- show a Margin estimate from items that have a cost price in the price list (only for you, it does not appear in the PDF),
- Send quote to customer by e-mail with the PDF attached, and share the PDF from your phone,
- Issue invoice from a confirmed quote (see Sales invoices),
- have a new project created from the name given in the quote when converting it into an order,
- delete the quote.
In the mobile app, even a user who has only the čtení level on the Price quotes module can see the list of quotes, their details and the PDF. Building, editing, signing, confirming or rejecting a quote, sending it to the customer and deleting it requires the editace or editace vlastních level. Such a user can edit a quote as long as it is in the Issued or Rejected status. The administrator can edit it in any status.
Links to other modules
Price quote → Sales order → Invoice documents / Sales invoice → Payment
- Sales orders - created from a confirmed quote.
- Projects - a quote can be linked to an existing project, or the project is created together with the order.
- Contacts - the customer of the quote.
- Price list - prices of items, professions and machines.