How to Create, Design, and Convert Quotes to Invoices in Qoyod

How to Create and Design a Quote in Qoyod

In Qoyod, you can:

1. Create a new quote

2. Then control its shape and formatting using the new designer

Below is a clear explanation of both methods.

First: Create a New Quote

To issue a quote within the system, follow these steps:

1) Go to Quotes

1. From the dropdown menu, select Sales

2. Click on Quotes

3. Click New Quote at the top of the page

2) Enter Quote Details

Fill in the following details:

• Quote Number:
  Created automatically by the system

• Quote Description:
  (Optional) to add details or clarification

• Customer Name:
  Select an existing customer
  or add a new customer using the ( + ) tab

• Issue Date:
  The date the quote was created

• Expiry Date:
  The date the quote expires

• Location:
  Enter the location if required

3) Add Products or Services

• Add the required products or services

• To add more items, click Add More

4) Notes and Attachments

• Add any notes or terms in the designated field

• You can attach files related to the quote

5) Save the Quote

• Save as Draft:
  If you want to edit later, the quote will be saved with a “Draft” status

• Save and Approve:
  To finalize the quote, it will be saved with an “Approved” status

• Save:

If the user doesn’t have approval permissions, only the “Save” option will appear and the quote will be saved with a “Pending Approval” status

Note:

• If the user has approval permissions, two options will appear: “Save and Approve” (which approves the quote) and “Save as Draft”. If the user doesn’t have approval permissions, only the “Save” option will appear and the quote will be saved with a “Pending Approval” status until approved by a user with approval permissions, in addition to the “Save as Draft” option.

• To enable approval permissions for quotes, go to Settings, then Users, then Manage Roles from the top options, then click Edit next to the role, and next to “Quotes” enable the approval option.

After Saving the Quote

After saving, you can:

Send the Quote

• Send the quote to the customer via the Send icon

Convert Quote to Invoice

• Available only if the quote status is Approved

• From the options for the quote, select Convert to Invoice

After clicking:

• The system will display the sales invoice

• You can:

  • Edit it

  • Save it as a draft

  • Or save and approve it

When saving:

• The sales invoice is created immediately

• The quote status changes to Invoiced

️ Important Note:

• The invoice number does not appear inside the quote

• To view the invoice:

  • Go to Sales Invoices

  • And search for invoices from the same customer

Export

• You can save the quote as a PDF

• And you can export all quotes to Excel
  from the Export icon at the top of the quotes page

Second: Design the Quote Format (New Designer)

If you want to change or customize the quote format, follow these steps:

Enable the New Designer

1. From the dropdown menu, select Settings

2. Choose General Settings

3. Go to Quote Settings

4. Click Try the New Designer at the bottom of the page

What Does the New Designer Allow You to Do?

After activation, you can:

• Choose the display language:

  • Arabic

  • English

  • Or both

• Choose a ready-made template
  or start with a new design from scratch

• Control:

  • Logo

  • Title

  • Tax number

  • Additional fields

  • Product table formatting

  • Text and background colors

• Use formatting tools:

  • Font type and size

  • Alignment

  • Tables

  • Separators

  • Symbols

Professional Design Service (Optional)

If you want a ready-made professional design:

• Cost: 230 SAR including VAT

• Through:

  • Professional Services

  • Invoice Design

  • Contact the Team

The team will contact you within 2 business days to confirm the order and schedule the execution.

Important Notes

• The same design steps can be applied to:

  • Invoices

  • Quotes

  • Purchase Orders

  • Vouchers

• The design must contain a product table in order to save the document

• You can return to the default design at any time

Package Alert

• The Quotes feature is not available in:

  • The Basic package

  • Light package (legacy packages)

  • Plus package (legacy packages)

When Adding a Quote to a Package That Doesn’t Have This Feature:

If Using the Mobile App:

• When trying to add a quote:

  • A message appears:
    “Request error, please try again”

When Logging In from the Website:

• A message appears:
  “Upgrade your subscription to get more features”

Training Course

A training course is available that explains:

• Sales Management

• Creating Quotes

• Converting Them to Invoices

  Here is the link to the training course:
  https://www.youtube.com/watch?v=0J9kuxtc7n8&t=1414s

Frequently Asked Questions (Keywords)

• How do I add a new quote?

• What are the steps to create a quote?

• How do I add more than one product to a quote?

• How do I convert a quote to an invoice?

• How do I find the invoice that was created?

• How do I send a quote to the customer?

• Can I design the quote format?