PlanIt EPOS

Customer accounts

Quotes, orders and invoices: from quote to paid

Trading is one chain: a quote becomes an order when it is accepted, and an order becomes an invoice when it is fulfilled. Every document keeps its own number, its emails and its history, and links to the ones before and after it.

Where
Menu → Quotes; Menu → Trading
Who
Everyone
Time
About 6 minutes
  1. 1

    Raise the quote

    Under Trading press New quote. Pick a saved customer, or type a walk-in name and they are saved as a cash customer so a history builds up. Add products by SKU or name — their price lands at the customer’s rate — or type a Manual line for something that is not in the catalogue. Set quantities, unit prices and any line discount, add notes such as the job reference, and Save draft.

  2. 2

    Issue it and send it

    Open the draft and press Issue quote to give it a number. Email sends it as a PDF with an optional CC and message; Print and PDF are there too. Your terms and conditions, if set up under Settings, are stamped on it at the version current that day.

  3. 3

    Accept it into an order

    When the customer says yes, press Accept quote → customer order: choose Collect or Deliver, the wanted-by date and the delivery address. The order reserves the stock and appears in Customer Orders and the diary like any order taken at the till. A quote that goes nowhere can be marked rejected so it stops showing as open.

  4. 4

    Confirm and fulfil the order

    Confirm order fixes it. Pick it, take a deposit or the balance from the order card, and book it on a van if it is a delivery. When it goes out — collected, or marked delivered from the van board — the invoice is raised.

  5. 5

    Issue and settle the invoice

    An invoice can also be raised directly with New invoice, or from an on-account sale at the till. Open it to email it, print it, or take payment by CARD, CASH or BANK / BACS. An account invoice waits for an account payment and shows in the ageing until it is paid. Refunding lines from an invoice raises a credit note linked to it.

What every document carries

  • Your company details, VAT number, logo and accent colour from Settings.
  • Bank details and the document number as the payment reference, from Receipts & payment details.
  • A link to the terms and conditions that were current when it was raised.
  • Its own history — issued, emailed, paid, voided, and by whom — and the list of documents linked to it.

Questions merchants ask

Can staff raise quotes?

Yes. Quotes, orders, invoices and History are available to staff logins; only pricing, buying, accounts and settings are owner-only.

Can I edit a quote after it is issued?

Yes — press Edit on the document. Once it has been accepted into an order, change the order instead.

Not covered here?

Ask PlanIt inside the app answers questions from your own data and opens the right screen. For anything else, support is a message away and goes to someone who understands trade counters.

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