Quotes are formal estimates provided by businesses to potential customers, outlining costs and terms before a sale. These quotes serve as a preliminary agreement between the business and the customer and are not considered final invoices or actual sales transactions. Once the customer accepts the quote and commits to the purchase, it can then be converted into a formal sales invoice or used as a reference when recording the actual transaction in the books. 

On Tyms, all quotes are listed on the sales table, alongside other sales - receipts, prepaid income, and invoices.

To view only quotes amongst the other sales, filter by type, and select "quote".

Here is a brief guide on creating quotes for your company on the Tyms Book web application.

Steps to Create a Quote

Step 1: How to create a new Quote

1. Log in to your Tyms account  (https://app.tyms.io/auth/login).
2. Navigate to the Revenue Module from the module list in the top left corner of your screen.
3. Here, you’ll see the sales table and related options.
4. Click "New Button" and select “Quote” from the options.
5. Enter the basic details:
   • Input the Title for the quote.
   • Select the Currency from the dropdown list.
   • Choose the Customer from your pre-added contact list.
   • Enter the Date of the quote and the Expiration Date.
   • The Quote Number is auto-generated but can be edited.
   • Select the Revenue Account and Receivable Account from the dropdown lists.

Step 2: Setting Account Type, Discount, and Tax Per Item (Optional)

1. Check the box for the set account, discount, and tax per item to enable this feature.
2. The table interface will update, allowing you to:
   • Select the items from your inventory.
   • Assign the account for each item.
   • Set the tax and discount for each item individually (Note: The system will automatically calculate the total amount based on the items, discounts, and taxes you’ve added).
3. If you don’t want to set these values per item, leave the box unchecked and proceed to the next step.

Step 3: Add the items and relevant details

1. Click the “Add New Item” to select the item from your inventory.
2. Enter additional details like quantity and rate.
3. You can further customize your quote with the following optional fields:
   • Payment Terms: Specify any payment conditions.
   • Branch: Select the branch if multiple branches are added to your system.
   • Department: Choose a department from your system if applicable.
   • Project: Link the quote to a project you created if needed.
   • Attachment: Upload any related documents or files.

Step 4: Setting Overall Discount, Tax, and Shipping Fee (Optional)

1. If you haven’t set discounts and taxes per item, you can apply them to the entire quote:
   • Discount: Choose a percentage (%) or a fixed amount.
   • Tax: Select a tax from your system.
   • Shipping Fee: Input the shipping cost, if applicable.
2. To add shipping information, check the box for Enable Shipping Information and fill in:
   • Shipping Name
   • Shipping Email
   • Shipping Phone Number
   • Shipping Address

Step 5: Saving the Quote

Once you’ve entered all the details you need:

1. Save as Draft: This allows you to edit the quote later.
2. Save as Published: Finalizes the quote and marks it as approved.
3. Publish and Send: Marks the quote as approved and opens up the interface to send it directly to the customer.
4. After confirmation, the quote details will be displayed on the sales table

Managing Quotes with Individual and Bulk Actions

In the Actions column of the overview table, each entry has a menu (three dots) that allows individual actions and checkboxes for bulk actions.

Individual Actions (3-Dot Menu):

1. Preview: View the quote before sending it.
2. Edit: Make changes to the quote.
3. Send: Send directly to the customer via email
4. Duplicate: Create a copy of the quote.
   • If the original quote is in Draft status, the duplicate will also have a Draft status.
   • If the original quote is Approved, the duplicate will have a Pending status, allowing you to make edits before publishing.
5. Convert to Invoice: Transform the quote into an invoice if the customer approves it.
6. Delete: Remove the quote if it’s no longer needed.

Bulk Publish Draft Quotes:

1. Select the checkboxes for each quote in Draft status.
2. Once selected, the Publish button will appear.
3. Click "Publish" to update all selected quotes to Published status.

Bulk Delete Quotes:

1. You can bulk delete quotes in either Draft or Published status.
2. Select the checkboxes for the quotes you want to delete.
3. The "Delete icon" will appear; click on it to delete all selected quotes.

Bulk Export Quotes to Excel:

1. Use the checkboxes to select the quotes you wish to export.
2. Once the quotes are selected, click the "Export to Excel icon" that appears.
3. The selected quotes will be exported to an Excel file, and downloaded to your device.

Previewing and Sending the Quote to the Customer

1. Preview Options:
   • Locate the Preview option in the action column.
   • When previewing the quote, you can:
     • Click the "Print icon" to print the quote.
     • Click the "Download icon" to save it as a PDF.
2. Access the Send Option:
   • Locate the Send option in the action column.
   • Alternatively, click Preview to view the quote, then find the Send button.
   • You can also select Publish and Send while saving the quote to send it directly.
3. Send Email:
   • The customer’s email will automatically populate in the Recipient field.
   • To copy someone on the email, ensure the user is already added to your system.
   • You can customize the email body as needed.
     • (Tip: You can create and save an email template for repeated use.)
   • Click the Send button to email the quote to the customer.