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Sayl

Finance, GST & Accounting · Sales

Quotations

Create, send, revise and convert quotations in Sayl Finance. Track what you offered, what the customer said and what it became.

Try it in the live demoFinance → Sales → Quotations

What it is for

A quotation is a priced offer with an expiry date - not a draft invoice. It records what you put in front of a customer and what they said back, from first draft to accepted, rejected or expired.

Quotations sit at the start of the money side of a deal: an accepted quotation becomes a sales order or an invoice without retyping a single line.

How it works

  • Drafts are private. Nobody outside your workspace sees a draft; sending it starts the clock, and from then on the expiry date is real.
  • Sent quotations are revised, not edited. Someone outside the company is holding a copy, so changing the price in place would leave two versions disagreeing. Revise creates a new version under the same number and keeps the original on record.
  • Rejecting a quotation asks for a reason - the part of a lost deal anybody reads later, and what tells you whether you are losing on price or on fit.
  • One quotation, one invoice. Converting twice is refused, so the same money is never chased twice. The invoice arrives as a draft for you to check.

Step by step

Every screenshot is from the live demo. The highlighted button is the one to click - nothing here is saved in the demo, so you can follow along freely.

  1. 1

    Open Quotations

    Finance → Sales → Quotations. The tabs (Open, Drafts, Sent, Accepted, Rejected, Expired, Cancelled, All) filter by where each quotation is in its life. Open shows only the ones with work in them.

    Quotations - Open Quotations
  2. 2

    Click New quotation

    The button is at the top right (highlighted).

  3. 3

    Name it and choose the customer

    Give the quotation a title, pick the customer (search by name or phone) and, if you bill under more than one company, choose which one. Then click Create & add pricing.

    Quotations - Name it and choose the customer
  4. 4

    Add the pricing lines

    On the next screen add lines by picking items from your catalog - the price, HSN/SAC code and GST rate fill in - or type a custom line. Add a discount per line if needed; totals and the CGST/SGST or IGST split calculate as you go.

  5. 5

    Send it and follow it up

    Open the quotation to see everything in one place. While it is Sent you can Re-send, Mark accepted, Mark rejected, Cancel, Revise or Duplicate it.

    Quotations - Send it and follow it up
  6. 6

    Convert what was accepted

    Accepted quotations turn into a sales order or an invoice in one click. The Accepted tab lists the ones that have won; an accepted quotation links to the sales order it created.

    Quotations - Convert what was accepted

Key fields

Title
What the offer is for, e.g. “Annual CRM licence + onboarding”.
Customer
Who the offer is for; their GSTIN and address print on the quotation.
Valid until
The expiry date. After it, an unanswered quotation becomes Expired.
Place of supply
Two-digit GST state code, which decides CGST/SGST versus IGST.
Payment & delivery terms
Printed on the quotation and carried onto the invoice.

Tips

  • Use Duplicate to start a new quotation from an old one - it is quicker than rebuilding the lines.
  • Save reusable layouts with Templates (top of the page) so intros, terms and common lines are one click away.